Project Coordinator: Document Controller - Owner Side

Global Real Estate and Workplace Experience (GREWE) is a global team at American Express (Amex) responsible for the full lifecycle of planning, execution, and operations of Amex real estate. GREWE supports over 75,000 Amex colleagues and contractors in over eight million square feet of property located in 59 countries. 

GREWE’s purpose is to provide the world’s best workplace experience at a competitive cost, for every colleague, at every site, every day. 

The GREWE Property Development team is responsible for delivering a new global headquarters from concept to completion. They lead the full lifecycle of the project—overseeing design, coordinating construction, managing stakeholders, and ensuring the building is fully prepared for operations. This team is responsible for ensuring the headquarters is delivered on time, within budget, and aligned with organizational goals and future workplace needs.

How will you make an impact in this role?

The Document Controller will serve as the owner-side lead for document control on American Express new Headquarters project in New York City, supporting both Base Build and Interiors delivery. This role will establish, administer, and enforce a disciplined document management process across the owner, developer, design, construction, consultant, and agency teams. The successful candidate will bring direct experience with large-scale development environments, including Port Authority interfaces, QAD-related documentation, and complex developer-led project delivery.

Key Responsibilities

• Own and manage the project document control framework for a high-value, multi-stakeholder development program, including drawing registers, submittals, RFIs, transmittals, meeting records, correspondence, change documentation, closeout records, and controlled distribution lists.
• Support the owner's governance requirements by maintaining accurate, current, and auditable records across Base Build and Interiors workstreams, ensuring documents are properly named, versioned, reviewed, approved, superseded, archived, and retrievable.
• Attend stakeholder meetings to record ongoing conversations and redline minutes to ensure accuracy of reporting.
• Coordinate document workflows among the owner, developer, construction manager, design teams, consultants, trade partners, Port Authority stakeholders, QAD reviewers, and other authorities or third parties as required.
• Administer the project's common data environment and document management systems, including permissions, metadata, workflows, review cycles, reporting dashboards, and document status tracking.
• Track and expedite time-sensitive workflows such as design submissions, regulatory packages, Port Authority submissions, QAD comments, RFIs, submittals, bulletins, field directives, change orders, mock-up records, inspection documentation, and closeout deliverables.
• Access document control environments from the Port Authority, developer, consultants and contractors to administer access to and the management of document workflow to and from the owner's environment.
• Maintain separate but coordinated controls for Base Build and Interiors documentation while ensuring alignment across critical interfaces including structure, MEP systems, security, technology, life safety, vertical transportation, workplace amenities, and tenant spaces.
• Produce regular document control reports for project leadership, highlighting overdue reviews, aging items, unresolved comments, missing deliverables, revision conflicts, approval status, and risks to schedule or governance compliance.
• Support executive meetings, workshops, and governance forums by preparing document logs, action registers, submission trackers, decision records, and follow-up materials.
• Implement quality assurance reviews to verify document completeness, naming compliance, revision accuracy, reviewer assignment, comment resolution, and consistency between consultant, contractor, developer, and owner records.
• As part of the Project Controls team parter with, design management, construction, legal, procurement, risk management, and operations teams to ensure project records support commercial decisions, audit readiness, claims avoidance, turnover, and operational handover.

Owner-Side Governance

• Maintain the project's official source of truth for project documentation, approvals, decision records, governance records, and executive reporting.

Base Build

• Control documentation associated with core and shell construction, infrastructure, building systems, utility coordination, enabling works, agency interfaces.

Interiors

• Control documentation associated with workplace interiors, furniture, technology, security systems, amenities, colleague experience spaces, and tenant improvement requirements.

Port Authority and QAD Coordination

• Manage logs, submissions, comments, responses, approvals, and closeout records associated with Port Authority and QAD review processes.

Developer and Project Partner Interface

• Coordinate document flows and approvals with developer teams, construction managers, architects, engineers, consultants, and contractors.

Reporting and Controls

• Deliver accurate reporting on document status, risks, upcoming submissions, overdue actions, and compliance metrics.

Minimum Qualifications

• Experience as a Document Controller, Document Control Manager, Project Administrator, or similar role supporting large-scale design and construction projects in New York City.

• Direct experience supporting owner-side, developer-side, or owner's representative project delivery organizations.

• Demonstrated experience controlling documentation for both Base Build and Interiors scopes, including management of interface risks between building infrastructure and tenant fit-out requirements.

• Strong knowledge of document control processes for drawings, specifications, RFIs, submittals, transmittals, meeting records, change documentation, inspection reports, closeout documentation, and turnover packages.

• Experience coordinating documentation associated with Port Authority reviews, QAD processes, authority submissions, or comparable agency-driven review workflows.

• Strong understanding of document naming conventions, revision control, metadata management, access permissions, distribution controls, audit trails, and records retention requirements.

• Proficiency with project collaboration and document management platforms such as Aconex, Autodesk Construction Cloud, Procore, SharePoint, Bluebeam, or comparable systems.

• Ability to work effectively with owners, developers, architects, engineers, construction managers, trade partners, legal teams, consultants, and operations stakeholders.

• Strong attention to detail, organizational skills, confidentiality, and professional judgment when handling sensitive project information.

• Excellent verbal and written communication skills with the ability to prepare concise and accurate reporting for senior leadership.

Preferred Qualifications

• Experience supporting mega projects, headquarters developments, transportation-oriented developments, public-private projects, or major commercial office developments in New York City.

• Prior experience working directly with Port Authority requirements, QAD review processes, developer governance frameworks, or authority-facing submission workflows.

• Experience supporting both Core & Shell and Interiors programs simultaneously within a complex development environment.

• Experience working within an owner's representative, developer, construction management, architecture, engineering, or program management environment.

• Advanced reporting and analytics capabilities, including development of document tracking dashboards and executive status reports.

• Familiarity with project controls, schedule management, procurement, risk management, change management, commissioning, and turnover processes.

• Ability to establish and continuously improve document control procedures, templates, workflows, folder structures, governance requirements, and training materials.

• Bachelor's degree in Construction Management, Architecture, Engineering, Real Estate Development, Information Management, Business Administration, or a related discipline.

Success in this Role

Success in this role will be measured by:

• Maintaining a complete, accurate, and auditable project record for executive decision-making and governance.

• Ensuring Base Build and Interiors teams operate from coordinated, current, and controlled project documentation.

• Achieving timely tracking and closure of Port Authority, QAD, consultant, contractor, and developer document review cycles.

• Supporting risk reduction, schedule adherence, audit readiness, project closeout, and successful transition to operations.

This role is suited for a highly organized, detail-oriented professional who can bring structure, discipline, and accountability to project information management across a complex, multi-billion-dollar development program.

Employment eligibility to work with American Express in the United States is required as the company will not pursue visa sponsorship for these positions.