San Dimas, CA | Full-Time | Onsite | $52,000–$65,000 annually, depending on experience | Non-Exempt
TierFive is seeking an experienced Senior Document Imaging Project Manager to analyze client records, design efficient document-conversion workflows, coordinate all aspects of production, and manage complex scanning and records-conversion projects from initial discovery through final delivery. This is a hands-on project and production management role requiring strong logic, organization, communication, process design, and problem-solving skills. You will translate client requirements and physical record structures into detailed production processes, coordinate staffing and training, monitor schedules and budgets, address unexpected variables, and ensure each project is completed accurately, efficiently, and according to client requirements.
About TierFive
TierFive is a Southern California document scanning and records conversion company serving businesses, government agencies, healthcare organizations, educational institutions, and other organizations with secure information-management requirements. Our Imaging Conversion Center processes projects involving paper records, large-format drawings, microfilm, microfiche, and other business records. Our work is built around accuracy, security, confidentiality, chain of custody, quality control, and clearly documented production procedures.
Applicants are encouraged to learn more about TierFive and the work performed in our Imaging Conversion Center:
About the Role
The Senior Document Imaging Project Manager is responsible for moving assigned client projects successfully from scope to production to delivery. You will work directly with clients, management, production supervisors, and employees across document preparation, scanning, indexing/data entry, quality control, and final delivery. A significant part of this role involves evaluating client records and determining how they should be converted into usable digital information. You may review folders, documents, forms, labels, tabs, names, dates, account numbers, case numbers, document types, and other identifying information to determine what data is necessary to reliably identify and retrieve records after scanning.
Some projects require identification at the folder level, others at the document level, and some may require separation or indexing at the individual page level. You will use logic, judgment, and production experience to determine the most practical approach while minimizing unnecessary handling, data entry, and production steps. The goal is not simply to create a process that works. The process must be accurate, documented, trainable, repeatable, scalable, and efficient enough to meet the project’s quality, budget, and deadline requirements.
Production Ownership
For each assigned project, you are responsible for coordinating the production process from beginning to end. This includes defining exactly how the work will be performed, determining staffing requirements, assigning employees to production functions, ensuring employees are properly trained, and confirming that everyone understands the project requirements before production begins.
- Define the complete project workflow from intake through final delivery
- Determine how records will be prepared, separated, scanned, indexed, quality-checked, named, organized, and delivered
- Determine whether information should be captured at the box, folder, document, or page level
- Create detailed written production instructions and project work orders
- Identify required equipment, software, staffing, and production capacity
- Assign staff to document preparation, scanning, indexing/data entry, quality control, and other production functions
- Coordinate staffing changes as work moves between production stages
- Ensure employees are trained on project-specific requirements before performing production work
- Define naming conventions, indexing fields, separation rules, quality standards, and exception-handling procedures
- Confirm production employees understand when work should continue and when an exception requires escalation
- Monitor production rates, quality results, workflow compliance, and project progress
- Provide clarification, coaching, additional instruction, or retraining when necessary
- Update procedures and communicate changes when project conditions or client requirements change
Analytical & Process-Design Responsibilities
This position requires more than following established procedures. In many cases, you will determine what the procedure should be. A client may provide hundreds of boxes containing records with different naming conventions, handwritten labels, dates, document types, tabs, identifiers, and filing structures. The client may understand the final result they need without knowing the most efficient way to get there.
You will be expected to determine:
- What information actually identifies a record
- Whether identification belongs at the folder, document, or page level
- Which information can be captured from existing labels or documents
- Which information requires manual data entry
- How records should be separated during preparation or scanning
- How electronic folders and filenames should be structured
- Where OCR, barcodes, automation, or other tools may reduce manual effort
- Which production steps add meaningful value and which create unnecessary labor
- What staffing and equipment are required
- How exceptions and unusual records should be handled
- Whether actual production rates support the project deadline
- Whether actual labor and volume remain consistent with the project budget and estimate
- When a change in conditions requires a workflow adjustment, client discussion, or potential change order
As production progresses, you must be able to identify and address variables that were not apparent during estimating or project setup. These may include inconsistent records, damaged documents, missing identifiers, unexpected document types, volume changes, indexing exceptions, quality issues, or production bottlenecks.
What You’ll Do
- Manage multiple document scanning and records-conversion projects from intake through final delivery
- Review proposals, statements of work, purchase orders, client instructions, and project specifications
- Translate client requirements into clear internal production instructions
- Establish project schedules, milestones, priorities, staffing requirements, and production targets
- Monitor daily production volumes, throughput, backlog, quality, and completion status
- Compare actual productivity, labor requirements, and project volumes against estimates and budgets
- Identify opportunities to reduce unnecessary handling, streamline indexing, improve throughput, and control project costs without compromising quality
- Identify production bottlenecks and coordinate staffing or workflow adjustments
- Track boxes, folders, documents, images, fiche, film rolls, drawings, and other project quantities
- Forecast whether production rates are sufficient to meet required deadlines
- Identify scope changes and unexpected record conditions that may affect cost or schedule
- Escalate potential change-order conditions before significant out-of-scope work is performed
- Coordinate project intake, inventory, chain of custody, storage, and records-disposition requirements
- Confirm metadata, indexing, OCR, file naming, file formats, and delivery specifications
- Review quality-control results and resolve recurring production, indexing, or image-quality issues
- Coordinate secure electronic and physical project deliveries
- Support project closeout, reconciliation, final counts, and completion documentation
- Continuously improve internal procedures, templates, production methods, and documentation
Client Communication, Meetings & Scheduling
Strong communication and calendar management are important parts of this position. You will regularly coordinate schedules, deadlines, meetings, decisions, and follow-up activities involving both clients and internal production teams.
- Participate in and lead Microsoft Teams meetings, web meetings, conference calls, and client status meetings
- Maintain project calendars, milestones, dependencies, deadlines, and delivery dates
- Schedule client meetings, internal project reviews, production milestones, and follow-up activities
- Prepare for meetings by identifying open questions, decisions required, production issues, and upcoming deadlines
- Document decisions, action items, changes, and responsibilities
- Follow up on outstanding client and internal action items
- Provide clear project-status updates to clients and management
- Professionally communicate scope, budget, production, schedule, and quality concerns
- Keep project documentation, correspondence, meeting notes, and instructions current and organized
Projects You May Manage
- High-volume paper document scanning
- Boxed business and government records
- File folders and departmental records
- Large-format plans, drawings, maps, and blueprints
- Microfilm and microfiche conversion
- Aperture cards
- OCR and searchable PDF production
- Metadata capture and document indexing
- Records inventories
- File naming and electronic folder reconstruction
- Secure records transportation
- Reverse preparation and physical file reassembly
- Electronic data delivery and migration
- Secure destruction or return of original records after project completion
What We’re Looking For
We are looking for someone who can combine analytical thinking, project management, production management, client communication, process optimization, and attention to detail.
- Several years of project management, production management, document imaging, records management, or related operational experience
- Strong logical and analytical problem-solving skills
- Ability to examine unfamiliar records and identify patterns, relationships, identifiers, and organizational structures
- Ability to convert loosely defined client requirements into a practical production methodology
- Ability to think simultaneously about quality, labor, throughput, efficiency, cost, and schedule
- Strong organizational and project-tracking skills
- Ability to manage multiple active projects, priorities, meetings, and deadlines simultaneously
- Strong understanding of calendars, scheduling, milestones, dependencies, and deadlines
- Experience with Microsoft Teams, web conferencing, email, calendars, spreadsheets, and business productivity tools
- Confidence communicating directly with clients in meetings and conference calls
- Strong written and verbal communication skills
- Ability to read and interpret statements of work, specifications, project instructions, and client requirements
- Ability to convert complex project requirements into clear instructions production employees can consistently follow
- Ability to assign work, coordinate staff, and ensure project-specific training is completed
- Strong attention to detail and the ability to identify inconsistencies before they become production problems
- Ability to monitor schedules, workloads, staffing, throughput, budgets, and project status
- Ability to recognize when actual project conditions differ materially from the assumptions used during estimating
- Reliable attendance and punctuality
- Ability to reliably report to our San Dimas facility for all scheduled full-time shifts
- Willingness to receive and apply coaching, feedback, updated procedures, and additional training
- Ability to adapt to new clients, records, technologies, procedures, and changing production requirements
Preferred Experience
- Commercial document scanning or imaging
- Records management
- Digital conversion services
- Production operations
- High-volume scanning environments
- OCR and searchable PDF workflows
- Document indexing and metadata
- Quality assurance and quality control
- Large-format document conversion
- Microfilm or microfiche conversion
- Government, healthcare, education, legal, financial, or other regulated records
- Chain-of-custody procedures
- Project estimating, budgeting, and change-order management
- Microsoft Excel and production reporting
- Project-management, workflow, or production-tracking software
Document-imaging industry experience is strongly preferred, because understanding how production work is actually performed is an important part of successfully designing and managing these projects.
Leadership & Production Support
This is not a project-management position performed entirely from a desk. Senior Project Managers are expected to regularly walk the production floor, review actual records and project samples, verify that instructions are being followed, investigate quality or production issues, monitor workflow, and work directly with employees and supervisors when conditions change. You are expected to identify problems early, ask questions when requirements are unclear, make practical decisions, and coordinate solutions that protect quality, security, schedule, budget, profitability, and client expectations.
Why Work at TierFive?
TierFive provides exposure to the behind-the-scenes world of business records, information management, production operations, compliance, process engineering, and digital transformation. Projects may range from straightforward departmental conversions to large, multi-stage engagements involving hundreds of boxes, millions of images, specialized media, complex indexing requirements, regulated records, and detailed delivery specifications. As a Senior Document Imaging Project Manager, you will have the opportunity to understand and influence the complete lifecycle of these projects rather than managing only schedules and status reports.
- Flexible scheduling options based on department coverage and project needs
- Healthcare benefits for eligible employees
- 401(k) retirement benefits for eligible employees
- Exposure to paper, large-format, microfilm, microfiche, OCR, indexing, quality control, and digital-delivery workflows
- Opportunities to develop expertise in records management, production operations, process improvement, compliance, and information governance
- Opportunities to take ownership of increasingly complex client projects
- A clean, secure, climate-controlled indoor workplace
- Occasional company activities such as potlucks, pizza lunches, ice cream tastings, and other team events
- A security-focused workplace where employees with access to client records and secure production areas are subject to consistent post-offer background screening and security requirements
Work Environment
This is an onsite position at TierFive’s secure Imaging Conversion Center in San Dimas. The role combines office-based project management with regular interaction with production departments and physical project materials. Work includes extensive computer use, Microsoft Teams and conference calls, client communication, project scheduling, production-floor walkthroughs, review of records and project samples, and coordination with employees throughout the facility. Because this position involves access to confidential client records and project information, strong judgment, discretion, accuracy, accountability, and professionalism are essential.
Because attention to detail, following written requirements, and careful review are important parts of this position, thus applicants should enter Job Code PM2649 in the required field below to continue the application.
TierFive is an equal opportunity employer and considers qualified applicants without regard to protected characteristics under applicable law. Reasonable accommodation is available for qualified individuals during the application and employment process.
