Document Manager

The Tsui Group is seeking a candidate who is qualified and experienced in educational facility construction projects to serve as a Document Manager for a large educational client in the Pasadena area.  The Document Manager position involves managing project planning data, close-out records, spatial data, and utility documentation while ensuring accuracy, accessibility, and compliance with institutional and regulatory standards. The ideal candidate will have expertise in CAD, Revit, and document control systems, along with a strong technical foundation in GIS for facility and infrastructure mapping.

Job Duties: 

Document and Data Management:

• Oversee the organization, archiving, and retrieval of project close-out documentation, ensuring records are complete, standardized, and accessible. 
• Maintain, update, and optimize the digital document library, ensuring seamless access for internal and external stakeholders. 
• Utilize enterprise asset management software (AiM) to input and update renovation project planning information, building, infrastructure, and utility data for ongoing facility operations and planning. 
• Manage the “documents@caltech” request system, providing timely responses and secure access to reference drawings, construction plans, and related documentation. 

Building Information Modeling (BIM) & CAD Administration:

• Maintain and update reference drawings using AutoCAD and Revit, ensuring alignment with field modifications and project changes. 
• Standardize and enforce CAD/BIM protocols across projects, ensuring process efficiency and interoperability and compliance with institutional documentation standards. 
• Collaborate with planning, design and construction teams to integrate BIM models with existing facility data and asset management systems. 

GIS & Spatial Data Management:

• Assist in managing, analyzing, and visualizing geospatial data using ArcGIS Pro to support campus planning, infrastructure management, and utility coordination. 
• Update spatial data and generate maps to support decision-making related to facilities and campus operations. 
• Support in maintaining and enhancing the geospatial data library, ensuring data accuracy, metadata integrity, and compliance with GIS best practices. 
• Collaborate with IT and facilities teams in the integration of GIS data with other enterprise systems, including AiM and BIM platforms. 

Underground Utilities & Field Data Collection:

• Maintain up-to-date underground utility maps, including steam tunnels, electrical lines, water mains, and other critical infrastructure. 
• Conduct field surveys as needed using GPS/GNSS equipment to verify and update spatial data for utilities, site conditions, and facility assets. 
• Work with engineers, project managers, and external consultants to reconcile discrepancies between field conditions and documented records. 

Interdepartmental Collaboration & Process Improvement:

• Partner with project managers, architects, engineers, and facility teams to improve documentation workflows and data accessibility. 
• Develop and implement best practices for document version control, archiving policies, and integration with other enterprise systems. 
• Assist in the development of digital transformation initiatives, such as automation of document processing and GIS-BIM integration. 
• Support training efforts by developing resources and providing guidance on document retrieval, spatial data management, and related technical tools. 

Required Degree:

• BS or BA in Architecture, Engineering, GIS Information Management, or a closely related field.
• Additional qualifying experience in excess to the minimum stated above may be substituted for the required education on a year-for-year basis. 

Minimum Required Experience: 

• Minimum of 5 years of full-time experience. 
• Proficiency in AutoCAD and Revit for facility documentation and as-built drawing management. 
• Experience with GIS software (ArcGIS Pro) for spatial data analysis and mapping. 
• Knowledge of document control systems and best practices for construction and facilities management. 
• Strong organizational and communication skills to manage documentation workflows and respond to requests efficiently. 
• Ability to work independently and collaboratively in a fast-paced, technical environment. 

Additional Preferred Experience: 

• Experience integrating BIM with GIS for facility and infrastructure management. 
• Familiarity with asset management systems such as AiM, Maximo, or similar platforms. 
• Experience using GPS/GNSS equipment for field data collection and spatial verification. 
• Understanding of underground utility mapping and related infrastructure documentation. 
• Knowledge of database management and scripting (SQL, Python) for automation and data integration. 
• A leader that assumes total responsibility for their work. 
• A Team Player that works well with others. 
• Dedicated, well organized, able to plan, prioritize, and manage multiple tasks. 
• Detailed oriented with the ability to focus on quality, accuracy, and attention to detail. 
• Maintain professionalism when faced with aggressive deadlines. 
• Excellent leadership, personable, communication, and written skills. 
• Ability to interact, develop, and maintain a positive professional relationship with all levels of personnel. 
• Demonstrate commitment to continuous learning. 

• Salary Range: $90,000-$127,000
• Medical, Vision, & Dental – 100% covered for the employee*
• Life and Disability Insurance
• 10.5 days of Vacation pay (Accrued)
• 6 days of Sick pay (Available Immediately)
• 10 days of Holiday pay (9 Holidays, 1 Personal Day)
• 3% Employer Contribution 401k (After 1 year of service)
• Monthly Stipend for Cell Phone
• Laptop for work purposes