Records Program Coordinator

ITnova•New York City, NY

23h•Hybrid

About The Position

ITnova is seeking a skilled Engineering Records and Document Coordinator is seeking an experienced Engineering Records and Document Coordinator to maintain the integrity, standardization, and compliance of engineering documents through established recordkeeping protocols, industry best practices, and the adoption of emerging technologies. A core function of this role is overseeing records management to ensure documents are accurately captured, organized, retained, and readily accessible. The Records Program Coordinator will also support the digitization of Qualification Assessment Document (QAD) documents.

Requirements

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 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.
Ability to clearly convey records‑management and digitization requirements, facilitate coordination across multiple units, and maintain effective communication with vendors, SMEs, and internal stakeholders.
Skilled in reviewing documents and electronic files, identifying discrepancies or duplicates, resolving data inconsistencies.
Able to manage multiple tasks simultaneously, maintain accurate tracking logs, and meet deadlines in a high‑volume environment.
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.

Nice To Haves

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.

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.