Document Management Readiness Pgm Support

Document Management Readiness PgM Support

San Fransisco (90% remote, 10% San Fran)

This is a crucial role ensuring the timely and accurate delivery of documentation in compliance with our Plan of Record (POR) readiness efforts. This is the update to the previous PMO role description that our consultant is now working.

Role Summary
The selected candidate will work closely with our Readiness Technical Project Manager (TPM) to support Document Management, facilitate collaboration, and provide overflow support within our EDMS system. This role's primary responsibility is to assure that required documentation is accurate, delivered to the right team, and at the right time to support "Plan of Record" (POR) readiness efforts as designated by the Readiness TPM.

Key Focus Areas:

• Document Management and Tracking: Support the Readiness TPM and internal teams with document intake, tracking, stakeholder coordination, review, and approvals.
• Overflow Support: Provide overflow support for new document intake, existing document updates, metadata alterations, and dissemination support within the EDMS system and other established readiness team tools.
• Testing and Feedback: Assist with testing of internal readiness tools prior to customer launch and provide feedback on the tool, changes, and related processes.

Responsibilities

1. Document Readiness [50%]
   • Delivery & Dissemination: Provide cross functional support for internally developed document readiness processes and tools with a focus on delivery and dissemination of documents associated with a given "Plan of Record"
   • End-User Support: Guide team members on metadata requirements, migration processes, tool functionality, and timelines related to Knowledge Management tools and methods.
   • Delivery Coordination: Provide program-level status updates, lead meetings, and coordinate with team members to identify and close action items related to document status and delivery
   • Construction Doc Mastery: Provide guidance and expertise on document types, established industry best practices, and process with a specific focus on engineering design, development, release for IFC, and construction document control including pre-con, construction, and post-facility release (FR) turnover
   • Collaboration Champion: Facilitate collaboration on the development of improved solutions by providing context for current processes and documentation
2. eDMS Support [40%]

Overflow Support: Provide POR readiness dissemination quality checks and maintenance as requested.

The details for these tasks include (but are not limited to):

Document Migration & Update processes (singular and bulk)

1. 1. Perform requirements gathering
   2. Outline and obtain metadata requirements
   3. Process singular/bulk document migrations
   4. Perform quality checks for metadata, folder placement and workflow status

Custom Disseminations

1. 1. Perform requirements gathering
   2. Review custom dissemination requests as needed for one off projects, revisions and development team needs.
   3. Process custom dissemination requests, ensure requirements are met and requestors have access
2. Quality Assurance [10%]
   • TPM Support: Supports project TPM in development of new process development, project development in Asana, trainings and documentation management
   • Tool Testing & Feedback: Act as a point of contact for initial testing of newly designed or recently modified tools prior to customer use and provide feedback to development teams
   • Reporting & Collaboration: Compiling and updating Full Lists of gDesign documents, Doc Status and DDIs for dissemination in gPOR packages for capturing Data Center Intellectual Property Lifecycle
   • Auditing & Assurance: Routine inspection and adjustments of AODocs documentation, folder structure and dissemination compliance

Qualifications

• Education: Bachelors in Engineering, Architecture, or Construction Management
• Required Experience: Prior experience in a construction and/or engineering team with proven proficiencies in collaboration, solutions development, and high-level business operations.:)
• Preferred Experience: Past experience involving SQL, advanced spreadsheet formulas, JavaScript and/or Google App Script a plus.
• Technical Proficiency: In-depth knowledge of and experience with Electronic Document Management Systems (EDMS, ideally AODocs), gSuite applications (gmail, sheets, etc), project management tools (Asana and Buganizer would be preferred)

Key Skills

• Construction/Design Documentation Best Practices: Understanding of recommended processes and industry standards to provide consistency in delivery.
• Communication & Collaboration: Exceptional interpersonal skills to facilitate interaction with end-users, teams, and stakeholders.
• Systems Thinking: Excellent analytical and problem-solving skills, with an ability to design effective, scalable solutions.
• Self-Driven & Agile: Ability to work independently, prioritize efficiently, and adapt to changes in a dynamic environment.
• Business Acumen: Understanding of business objectives, strategies, financial processes, and contract life cycles as they relate to business operations.