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Sr Project Support Specialist

Zachry Maintenance Services, LLC
Charlotte, USA
Full-time
Senior · 7+ years experience
Onsite
Discovered 4 days ago
sharepoint

Full Job Posting

Qualifications

  • High school diploma or equivalent required; associate or bachelor's degree in business administration, information management, or a related field preferred.
  • Minimum of 7 years of experience in document control, information management, project administration, or a related discipline, preferably within an EPC, engineering, construction, manufacturing, or industrial environment.
  • Demonstrated experience independently managing document control activities for complex projects with multiple disciplines, contractors, vendors, and other stakeholders.
  • Advanced knowledge of document control principles, including document numbering, revision control, metadata management, transmittals, document registers, distribution requirements, and records retention.
  • Demonstrated proficiency in administering and maintaining Electronic Document Management Systems (EDMS) and enforcing project-specific document control standards.
  • Experience monitoring document deliverables, identifying discrepancies and overdue items, resolving processing issues, and maintaining compliance with project service level agreements.
  • Strong analytical and problem-solving skills, with the ability to interpret document control requirements, investigate discrepancies, and implement effective corrective actions.
  • Demonstrated ability to develop reports, analyze document control metrics, and communicate actionable information to project teams and management.
  • Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.
  • Excellent written and verbal communication skills, with the ability to coordinate effectively across multidisciplinary teams and external organizations.
  • Strong organizational and time-management skills, with the ability to manage competing priorities, work independently, and meet critical project deadlines.
  • Demonstrated initiative, accountability, attention to detail, and commitment to quality, accuracy, and continuous improvement.
  • Ability to maintain confidentiality and comply with company information security policies and project-specific requirements.
  • Preferred Qualifications
  • Experience supporting large-scale EPC, capital projects, engineering, construction, manufacturing, energy, or industrial projects.
  • Hands-on experience with EDMS platforms such as Aconex, SharePoint, Procore, or comparable document management systems.
  • Familiarity with engineering and construction documentation, including drawings, specifications, calculations, RFIs, submittals, vendor documentation, technical queries, transmittals, and project correspondence.
  • Experience establishing or maintaining project document control procedures, workflows, metadata standards, document numbering conventions, and Document Distribution Matrices.
  • Experience with document control reporting, dashboards, performance metrics, deliverable tracking, and overdue document management.
  • Proficiency with PDF management tools such as Adobe Acrobat Pro, Bluebeam Revu, or similar applications, including document stamping, formatting, quality checks, and batch processing.
  • Experience training, mentoring, or providing technical guidance to document controllers and project personnel.
  • Experience identifying and implementing process improvements, workflow standardization, and document control efficiency initiatives.
  • Familiarity with project records management, information governance, document retention, and controlled information security requirements.

Responsibilities

  • Independently manage and oversee project documentation throughout the engineering, procurement, and construction (EPC) lifecycle, ensuring compliance with project procedures, client requirements, and company standards.
  • Administer and maintain the project Electronic Document Management System (EDMS), ensuring document integrity, accurate metadata, appropriate access controls, and consistent application of document control standards.
  • Perform detailed quality assurance reviews of incoming and outgoing documentation to verify document numbers, titles, revisions, statuses, required metadata, and compliance with established procedures.
  • Monitor and manage document processing activities to ensure adherence to project service level agreements, processing timelines, quality standards, and critical deliverable deadlines.
  • Oversee document registration, revision control, distribution, transmittals, and record retention to ensure traceability and accurate documentation throughout the project lifecycle.
  • Establish, maintain, and monitor project document registers, Document Distribution Matrices (DDMs), vendor document registers, and other document control tracking tools.
  • Coordinate directly with engineering, procurement, construction, project management, vendors, subcontractors, and client representatives to resolve document discrepancies, submission issues, metadata conflicts, and other document control challenges.
  • Monitor document deliverables against project schedules and contractual requirements, proactively identifying overdue submissions, processing bottlenecks, missing documentation, and potential impacts to project execution.
  • Generate and analyze document control reports, dashboards, and performance metrics to communicate document status, outstanding deliverables, processing performance, and emerging risks to project teams and management.
  • Serve as a subject-matter expert for document control processes, EDMS functionality, revision management, metadata standards, document numbering conventions, and project documentation requirements.
  • Provide guidance, training, and technical support to junior document controllers and project personnel to promote consistent application of document control procedures and best practices.
  • Identify opportunities to improve document control workflows, standardize processes, reduce rework, and increase efficiency, accuracy, and overall service delivery.
  • Develop, maintain, and improve document control procedures, work instructions, templates, and process documentation to support project execution and compliance.
  • Support the implementation, configuration, and continuous improvement of EDMS platforms, including user access, metadata structures, document registers, reporting, and workflow requirements.
  • Coordinate with project teams and external stakeholders to establish and maintain document control requirements, including document numbering structures, submission protocols, review cycles, distribution requirements, and deliverable tracking.
  • Support engineering teams with document formatting and template management by maintaining standardized templates, styles, headers, footers, tables, and other formatting elements in accordance with project, client, and company requirements.
  • Manage complex PDF document activities, including document preparation, quality checks, formatting, and other document processing requirements using approved tools and procedures.
  • Ensure project documentation is managed in accordance with company policies, information security requirements, confidentiality standards, records management practices, and project-specific procedures.
  • Maintain a high level of accountability and ownership for assigned responsibilities, exercising sound judgment in prioritizing competing demands and escalating issues when appropriate.
  • Collaborate with the Project Support Manager and other project leadership to support document control planning, workload management, resource coordination, project reporting, and continuous improvement initiatives.
  • Perform other document control, information management, and project support duties as assigned.

Preferred Qualifications

  • High school diploma or equivalent required; associate or bachelor's degree in business administration, information management, or a related field preferred.
  • Experience supporting large-scale EPC, capital projects, engineering, construction, manufacturing, energy, or industrial projects.
  • Hands-on experience with EDMS platforms such as Aconex, SharePoint, Procore, or comparable document management systems.
  • Familiarity with engineering and construction documentation, including drawings, specifications, calculations, RFIs, submittals, vendor documentation, technical queries, transmittals, and project correspondence.
  • Experience establishing or maintaining project document control procedures, workflows, metadata standards, document numbering conventions, and Document Distribution Matrices.
  • Experience with document control reporting, dashboards, performance metrics, deliverable tracking, and overdue document management.
  • Proficiency with PDF management tools such as Adobe Acrobat Pro, Bluebeam Revu, or similar applications, including document stamping, formatting, quality checks, and batch processing.
  • Experience training, mentoring, or providing technical guidance to document controllers and project personnel.
  • Experience identifying and implementing process improvements, workflow standardization, and document control efficiency initiatives.
  • Familiarity with project records management, information governance, document retention, and controlled information security requirements.

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