Records Program Coordinator - Full Time, Hybrid

Position Title : Records Program Coordinator

Work Schedule : Hybrid (Monday–Friday, 8:00 AM – 5:00 PM)

Location : Jersey City, NJ (Hybrid – Remote / On-site at 2 Montgomery Street)

Company Overview

Toll International is a premier consulting firm based in New York City, specialized in comprehensive construction project management and technology-enabled solutions. Renowned for our dedication to delivering high-quality, cost-effective, and innovative results tailored to the unique needs of our clients, we lead infrastructure and digital transformation projects across New York State and beyond.

We are proud to partner with the Port Authority of New York & New Jersey (PANYNJ) on high-impact infrastructure and technology initiatives. We are currently seeking talented professionals to collaborate with subject matter experts, project managers, and process owners to deliver critical projects.

Position Overview

Toll International is seeking a highly organized and detail-oriented Records Program Coordinator to support the Engineering Records and Document Management (ERDM) Unit within a major public infrastructure agency. This role is central to advancing a large-scale digitization and records management initiative, ensuring engineering records are accurately captured, validated, indexed, archived, and compliant with established standards.

The selected professional will serve as the primary liaison between Quality Assurance and Design (QAD) and ERDM, coordinating communications, managing document backlogs, tracking digitization progress, and overseeing vendor handoffs. This role requires strong project controls discipline, document management expertise, and the ability to work seamlessly across digital and physical records environments.

Key Responsabilities

• Serve as the primary point of contact (POC) between QAD and ERDM, routing inquiries to appropriate SMEs and sub-units.
• Maintain comprehensive tracking logs for backlog volumes, digitization progress, turnaround times, vendor performance, and issue resolution.
• Coordinate preparation, organization, and tracking of paper backlog across multiple units.
• Oversee vendor handoffs, box tracking, and shipment coordination to centralized processing locations.
• Retrieve, organize, and prepare previously digitized files for indexing and ingestion.
• Define and validate document types, metadata tagging, and indexing quality controls.
• Validate scanned electronic files against existing databases to identify duplicates.
• Evaluate paper records to determine originals versus copies and coordinate proper disposition.
• Prepare transmittals and transfer original records to archival record centers.
• Prepare status reports, progress updates, and final documentation for leadership review.

Required Qualifications

• Bachelor’s degree in Business Administration, Information Systems, or a related field.
• Minimum of 5+ years of proven experience in business analysis, project management, and/or project controls.
• Demonstrated experience working within a public agency or utility environment managing process documentation and records workflows.
• Hands-on experience with document management platforms such as SharePoint and OpenText, including metadata tagging and file structure management.
• Strong organizational and tracking capabilities with experience managing high-volume document environments.
• Proficiency in Microsoft Office 365 tools (Word, Excel, PowerPoint, Visio).
• Experience coordinating with multiple vendors and ensuring timely issue resolution.
• Comfortable working in both digital and physical records environments, including handling document boxes and coordinating shipments.
• Strong analytical skills with experience identifying discrepancies, duplicate records, and metadata inconsistencies.
• Excellent communication skills with the ability to serve as liaison across multiple departments.

Preferred Qualifications

• Experience within the construction or infrastructure industry.
• Prior experience supporting the Port Authority of New York & New Jersey or similar large public transportation agencies.
• Experience supporting large-scale digitization or archival initiatives.

What We Offer

• Competitive salary with an extensive benefits package.
• Engagement in high-profile, long-term projects.
• A dynamic and supportive work environment.
• Opportunities for professional growth and advancement.

Salary Range: $72,800 - $93,600

Ready to Apply?

Qualified candidates should submit a resume highlighting experience. Indicate the role(s) of interest. Complete the employment application on our website: Toll International Careers Page at https://www.tollintl.com/careers – Include your resume.

Note: Candidates who don’t complete the employment application will not be considered.

Job Type: Full-time

Pay: $72,800.00 - $93,600.00 per year

Benefits:

• 401(k)
• Health insurance
• Referral program
• Retirement plan

Application Question(s):

• Do you hold a Bachelor’s degree in Business Administration, Information Systems, or a related field?
• How many years of experience do you have in business analysis, project management, or project controls?
• Do you have experience working within a public agency or utility environment managing records or process documentation?
• Do you have hands-on experience with SharePoint and/or OpenText document management platforms?
• How many years of experience do you have managing high-volume document tracking and reporting environments?
• Are you proficient in Microsoft Office 365 tools including Excel, Word, PowerPoint, and Visio?
• Do you have experience in the construction or infrastructure industry?
• Have you previously worked on projects supporting the Port Authority of New York & New Jersey or a similar public transportation agency?
• What is your desired hourly rate?
• What is your level of proficiency in English?
• Will you now, or in the future, require sponsorship for employment visa status (e.g., H-1B visa status)?
• What zip code are you commuting from?
• Are you legally authorized to work in the United States per the I-9 Program requirements?
• What is your desired annual pay rate?

Work Location: Hybrid remote in Jersey City, NJ 07302