ITnova · 18 hours ago
Records Program Coordinator
New York, NY
Full-time
Hybrid
Senior Level
5+ years expITnova is seeking an experienced Engineering Records and Document Coordinator to maintain the integrity and compliance of engineering documents through established recordkeeping protocols and best practices. This role involves overseeing records management, ensuring documents are accurately captured and organized, and supporting the digitization of Qualification Assessment Document (QAD) documents.
Cloud Data ServicesDevOpsInformation TechnologySoftware
Responsibilities
Serve as the primary point of contact (POC) between QAD and ERDM, representing QAD and routing questions to the appropriate SMEs and sub-units
Maintain comprehensive tracking and reporting for all backlog, digitization, and records processing, including monitoring volumes, turnaround times, vendor progress, and issue logs to support accurate status updates and data driven decision making
Help ensure clear and consistent communication across teams to reduce miscommunication and delays
Support paper backlog preparation and tracking across CSU, DSU, and SIU, including organization, vendor handoff, and box tracking
Coordinate the shipment of backlog materials from other facilities to centralized pickup and processing location and assist with post-digitization disposition
Support document type identification, metadata definition and completion, and indexing quality checks, including collaboration with vendors and ERDM teams
Document progress and tasks completion, including preparing status updates and final reports, and participating in progress/status meetings
Validate electronic files after scanning with existing EDoC database for duplicates
Evaluate and determine if paper documents received are copies or originals
Prepare originals (box, create transmittals, and transfer) to transfer to Record Center for archiving
Qualification
Required
Bachelor's degree in business administration, Information Systems, or a related field
Minimum 5+ years of proven experience in business analysis, project management, and project controls
Experience in the construction and records management industries is a plus
Demonstrated experience working in a public agency or utility as business analyst managing process documentation, Prior PA experience or understanding is highly desirable
Experience with document management platforms like SharePoint and OpenText, including knowledge of file structure and metadata tagging
Strong organizational and tracking skills, with the ability to manage high volumes of documents, monitor progress, and maintain accurate logs and reports
Comfortable working in both digital and physical records environments, including handling boxes and shipment coordination
Experience coordinating with multiple vendors, ensuring clear communication and timely issue resolution
Proficiency in Microsoft Office 365 tools (Word, Excel, PowerPoint, Visio) and familiarity with enterprise content management systems such as OpenText
Benefits
Medical, Dental & Vision benefits
401k
Paid-time-off
Paid holidays
Training reimbursement
Company
ITnova
ITnova provides cybersecurity, cloud solutions & virtualization, custom web development, DevOps, and social media services.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase