Document Controller

The Project Administrator / Document Controller is a key member of the project team, responsible for providing comprehensive administrative support to ensure efficient project progression. This role requires a high degree of independence, proactive anticipation of project needs, and a strong commitment to delivering quality work with minimal oversight. In addition to general administrative duties, the Project Administrator will support Document Control activities during the early phases of the project, ensuring proper handling, routing, and storage of project documentation.

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Key Responsibilities

Administrative Support

· Proactively identify and address project needs to maintain momentum and minimize delays.

· Create and manage project forms, templates, and reports as guided by the project team.

· Assist with procurement and contract requisitions, routing, and expediting in Oracle or similar systems.

· Support Project Controls through data analysis, spreadsheet management, and report generation.

· Assist Finance with invoice verification, cost tracking, and reconciliation.

· Compile weekly and monthly project status reports.

· Plan, schedule, and coordinate meetings across multiple time zones, ensuring participation from internal team members and external contractors.

· Arrange travel and accommodations for project team members as required.

· Support onboarding of new team members (workspace setup, IT requirements, security clearances, orientation).

· Prepare and proofread correspondence, presentations, and meeting minutes.

· Manage office supplies and ensure functionality of office equipment.

· Other duties as assigned

Document Control Support

· Assist in setting up and maintaining project SharePoint and the project’s electronic document management system (e.g., Aconex, Meridian, SharePoint).

· Receive, track, log, and distribute project documents, drawings, vendor data, transmittals, and correspondence.

· Ensure proper document numbering, metadata application, and version control for project documentation.

· Route documents for review and approval, track progress, and expedite responses.

· Maintain non-technical project files and support technical document management processes.

· Perform quality checks on documentation to ensure compliance with standards.

· Support document turnover and archiving at project close-out.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.