Sunnyvale, CA
Salary Estimate: Confidential
Employment Type: Full Time
Work Place: Office
Experience Required: N/A
Education Required: N/A
Job Description
*IMPORTANT NOTE: This is not an IT-type job, but more akin to those who have Corporate Real Estate Document Management Tools & Systems Business Support experience.
JOB SUMMARY
The Document Management Tools & Systems Business Support Program Manager shall support CBRE's client with documentation tools and systems needs as directed by CBRE's technology client.
Specifically, the Document Management Tools & Systems Business Support Program Manager will support activities relating to Document Management Tools & Systems, such as but not limited to:
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Assisting client Document Management Tools & Systems Program Manager in providing Electronic Documentation Management System (EDMS) administration and support for Document Management leads in different data center functional organizations
- Developing knowledge and expertise in client's EDMS tools (Google Drive, AODocs, Autodesk BIM 360 Docs and other tools)
- Becoming a Subject Matter Expert in client's EDMS tools and assist end users and Documentation Process Owners and Administrators with their administrative and technical needs keep client Document Management Tools & Systems Program Manager apprised of any issues
- Providing guidance and assistance on the organization, storage and classification of 3D design models and 2D drawing files in Autodesk BIM 360.
- Working with Document Management leads and IT team to determine what system configurations are needed. Test configurations in stage environment and deploy in production.
- Facilitating meetings such as bug and feature request prioritization meetings
- Accurately classify incoming system issues and bugs, seeking clarity from those who report them if necessary. Set initial priority ratings and route for proper and timely resolution.
- Maintaining and managing list of system bug and enhancement requests and follow up with those who are assigned action items. Ensure response SLAs based on priority level are met.
- Creating and running reports on bug closure rates and throughput velocity of feature request development
- Providing regular reports to client Document Management Tools & Systems Project Management on the needs of the business and assist in prioritizing resource asks as well as system feature enhancement requests.
- Drafting communications for review including emails, newsletters and web site updates.
- Creating and maintaining program information and documentation including internal web site pages, project management timelines and schedules and gantt charts.
- Creating, developing and maintaining training documentation including training videos.
- Drafting scripts and storyboards, as well as producing, editing and publishing training videos
- Training others on the features and use of client's EDMS tools
- Assisting with document migration from system to system including documentation analysis and migration preparation
- Auditing document metadata for completeness and formatting standards, and perform metadata updates when needed before upload.
- Accurately assigning metadata to large numbers of files
- Managing and maintaining system access and control permissions
- Managing administration of Partner Domain accounts
- Helping deploy new tools, systems and feature enhancements
- Ad-hoc administrative tasks as needed, including scheduling meetings and travel, sending calendar updates, assisting with expense reports, etc.
- Additional tasks and assignments as required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Bachelor's degree (BA/BS) from 4-year college or university. Minimum four years of related experience. Prior Supervisory experience preferred.
- 3 years document control / document management experience
- BIM 360 Experience a PLUS
- Strong technical knowledge of Autodesk BIM 360 suite of tools
- Familiarity with different document control tools and EDMS systems, (i.e. such as Autodesk BIM 360 Docs)
- Knowledge of SDLC (Software Life Cycle) methodology
- Familiarity with GSuite products (gSheets, gDocs, gSlides, etc.)
- Experience working in data centers or other large industrial scale facilities (oil refinery, nuclear plant, etc.)
- Have a valid passport and the ability to travel
CERTIFICATES and/or LICENSES
PgMP (Program Management Professional) or PMP (Project Management Professional) certifications preferred.
COMMUNICATION SKILLS
Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.
FINANCIAL KNOWLEDGE
Requires advanced knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and commissions. Conducts advanced financial analysis.
REASONING ABILITY
Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations. Requires advanced analytical and quantitative skills.
OTHER SKILLS and ABILITIES
- Strong process skills, negotiating, decision-making and analytical skills are necessary. Demonstrated ability in project management processes, tools and techniques.
- Ability to build and maintain effective professional/client relationships.
- Intermediate skills with Microsoft Office Suite including MS Project.
SCOPE OF RESPONSIBILITY
Decisions made with thorough understanding of procedures, company policies, and business practices to achieve general results and deadlines. Responsible for setting work unit and/or project deadlines. Errors in judgment may cause short-term impact to department.
With
access to top-tier market intelligence, planning, local site selection
and asset strategies, our Global Workplace Services offering includes
Enterprise Facilities Management (EFM), Project Management (PJM),
Advisory & Transaction Services (A&T), and Management
Consulting. We offer end-to-end expertise across all workplace types,
scalable delivery, a commitment to world-class safety and ongoing
innovations in building efficiencies, energy conservation and CRE
technology.
Equal Opportunity and Affirmative Action Employer Women/Minorities/Persons with Disabilities/US Veterans
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