Document control coordinator

Overview

Document control coordinator Jobs in Elizabeth, USA at Voyansi

Hexagon Multivista t is looking for a skilled Document Control Coordinator to join us to support and coordinate the Records and Document Management digitization efforts.

One of the key services that the supported unit provides is the Records management, ensuring records are accurately captured, organized, retained, and accessible in accordance with the client requirements.

In this role, the Project Manager will provide significant support to the client Unit Chief, Program Manager and others by serving as the primary liaison between them during the digitization and documents management initiative, coordinating communications, and directing inquiries to the appropriate SMEs and sub-units.

This role will also support preparation, organization, and tracking of the paper backlog across areas, including vendor handoff coordination and box tracking.

JOB DUTIES

Services to be performed by the candidate may include, but are not limited to the following:

• Serve as the primary point of contact (POC) between different units, representing them 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 units, including organization, vendor handoff, and box tracking.
• Coordinate the shipment of backlog materials from other facilities to main office as the centralized pickup and processing location and assist with post-digitization disposition.
• Assist with connecting to, retrieving, and organizing previously digitized P-drive and application files for indexing and ingestion.
• Support document type identification, metadata definition and completion, and indexing quality checks, including collaboration with vendors and internal teams.
• Document progress and tasks completion, including preparing status updates and final reports, and participating in progress/status meetings.
• Validate electronic files against the existing client database after scanning to check for duplicates.
• Evaluate and determine if paper documents received are copies or originals.
• Disposition copies and forward originals to Record Center.
• Prepare originals (box, create transmittals, and transfer) for archiving at the Record Center.

EDUCATION, QUALIFICATIONS AND EXPERIENCE

• Education:

  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 as a business analyst in a public agency or utility, managing process documentation.
• Demonstrated experience with document management platforms like SharePoint and Open Text, 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.
• Software Proficiency:
  Proficiency in Microsoft Office 365 tools (Word, Excel, PowerPoint, Visio) and familiarity with enterprise content management systems such as Open Text.
• Other Tools:
  Experience with document management platforms (e.g., SharePoint, Open Text).

Required Soft Skills

• Communication:
  Ability to clearly convey records‑management and digitization requirements, facilitate coordination across multiple units, and maintain effective communication with vendors, SMEs, and internal stakeholders.
• Problem‑Solving & Analytical Thinking:
  Skilled in reviewing documents and electronic files, identifying discrepancies or duplicates, resolving data inconsistencies.
• Strong Organization & Time Management:
  Capacity to manage multiple tasks simultaneously, maintain accurate tracking logs, and meet deadlines in a high‑volume environment.
• Adaptability &

  Collaboration:

  Comfortable serving as a liaison between departments, adjusting to evolving project needs, and supporting cross‑functional teams involved in digitization, metadata completion, and archival preparation.

• Attention to Detail:
  Consistently accurate in validating records, completing metadata, documenting progress, and ensuring data integrity throughout the digitization and archival process.

Work type
:
Full Time (8AM-5PM)

Location
:
On-Site Jersey City / Hybrid

Salary Range
: 90K to 115K (year) + benefits

We are an equal opportunity employer. We do not discriminate on the basis of age, gender, gender identity or expression, sexual orientation, disability, ethnicity,…

Title: Document control coordinator

Company: Voyansi

Location: Elizabeth, USA

Category: