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Parsons Corporation · 1 month ago

Program Document Controls Manager

Centreville, VA

Full-time

Hybrid

Senior Level, Lead/Staff

15+ years exp

Parsons Corporation is seeking a talented Program Document Controls Manager to join their growing team. In this role, you will lead document control and records management for a multi-billion-dollar infrastructure capital program, ensuring that all program documentation is accurate, secure, traceable, and readily accessible to all stakeholders.

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Responsibilities

Lead Program-Level Document Controls

Direct and manage all document control and records management activities for the capital program across multiple projects, contracts, and stakeholders (owner, PM/CM, designers, contractors, and third parties)

Establish and maintain standardized document control procedures, workflows, and naming conventions for program-wide use, covering both electronic and physical records

Work closely with the owner, program management, construction management, and other functional leads to ensure document controls supports decision-making, reporting, claims/issue resolution, and regulatory/compliance requirements

Ensure all contractual, design, construction, and operations handover documentation is properly managed, complete, and auditable throughout the program lifecycle

Lead configuration, governance, and day‑to‑day oversight of electronic Program Management Information Systems (PMIS) such as Kahua and/or Procore, including workflows for submittals, RFIs, design reviews, change orders, correspondence, and reports

Oversee the organization, permissions, and governance of Microsoft SharePoint and other collaboration repositories used by the program

Coordinate with IT and PMIS vendors to implement enhancements, troubleshoot issues, and optimize system performance and usability

Build, lead, and mentor a team of document control professionals (document controllers, records specialists, and coordinators) across the program

Assign responsibilities, monitor performance, and provide training and coaching to ensure consistent application of standards, high quality, and timely processing of documentation

Foster a culture of service, accountability, and continuous improvement within the document controls team

Develop, implement, and monitor document control procedures aligned with contractual requirements, owner standards, industry best practices, and applicable laws and regulations

Ensure compliance with records retention policies, information security requirements, and audit standards for all program documentation

Perform regular audits and quality checks on document metadata, workflows, and storage structures; develop and implement corrective actions as needed

Collaborate with cost, schedule, risk, and reporting teams to ensure that document control processes support accurate and timely program reporting and analytics

Support the generation of dashboards, logs, and status reports (e.g., submittal logs, RFI logs, design review status) from PMIS and SharePoint for internal and client reporting

Develop and deliver training to owner staff, contractors, consultants, and internal teams on document control procedures, PMIS usage (Kahua/Procore), and SharePoint best practices

Lead change management efforts related to new or updated document control tools and processes, including communication, training, and feedback loops

Develop and manage the document controls budget for the program, including staffing, licensing, and system costs, and ensure adherence to approved budgets

Provide input to proposals, implementation plans, and program execution strategies from a document control and records management perspective

Support claims avoidance and dispute resolution by ensuring robust document traceability and historical records

Qualification

Document control managementProgram Management Information SystemsMicrosoft SharePointTeam leadershipRecords managementConstruction project experienceProcess improvementProblem-solving skillsDecision-making skillsOrganizational skills

Required

Bachelor's Degree in Business Administration, Construction Management, Engineering, Information Management, or a related field

15+ years of progressive experience in document control and records management, with substantial experience on large capital programs or major infrastructure/construction projects

Minimum of 5 years in a supervisory/managerial role leading document control teams on complex, multi‑stakeholder projects or programs

Strong hands‑on experience configuring and managing electronic Program Management Information Systems (PMIS), preferably including Kahua, Procore, or similar platforms

Demonstrated experience using and administering Microsoft SharePoint for document and records management (site structures, permissions, libraries, workflows)

In‑depth knowledge of document control work processes for design and construction (submittals, RFIs, design packages, change documents, correspondence, as‑built records, O&M manuals). Understanding of legal/contractual obligations related to document management, records retention, and claims support in the context of public infrastructure programs

Proven ability to lead and develop a document controls team, including hiring, training, performance management, and workload planning

Demonstrated capability to design, implement, and enforce consistent document control processes and standards in a multi‑project, multi‑organization environment

Strong organizational, problem‑solving, and decision‑making skills with the ability to prioritize and manage multiple deadlines under program‑level pressures