Document Control Coordinator

System One; Voorhees Township (NJ); On-site; USD 60,000 - 75,000; Full time

Job summary

System One is seeking a Document Control Coordinator for an onsite, direct-hire role in Voorhees, NJ. You will support project teams with submittals, RFIs, change orders, and closeout documents, ensuring accuracy and timely distribution using Deltek Vision, Egnyte, Newforma, and Procore.

You will manage document workflows, maintain version control, assist with deliverables, and support department operations while upholding confidentiality and quality standards.

Qualifications

• Excellent organizational and time management with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint).
• Experience with document management and project management software (Deltek Vision, Egnyte, Newforma, Procore).
• Ability to work independently while collaborating with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive project information.

Responsibilities

• Provide timely and accurate document control support for project teams, including processing submittals, RFIs, change orders, specification formatting, project correspondence, and closeout documentation.
• Coordinate the review, approval, and distribution of project documents in accordance with workflows, contractual requirements, and project schedules.
• Maintain and update internal and external distribution lists to ensure documents reach stakeholders during review processes.
• Apply document naming conventions, version control, and filing standards to ensure accuracy and traceability.
• Monitor document status, track outstanding reviews and approvals, and follow up to meet deadlines.
• Organize and maintain electronic project files within Deltek Vision, Egnyte, Newforma, Procore, and other systems.
• Assist with preparation, organization, and distribution of project deliverables and construction administration documentation.
• Provide administrative support to the department, including calendar management, meetings, travel, and Lunch & Learn events.
• Track PD hours and PE license renewal requirements for engineering staff.
• Answer and direct incoming calls and handle messages promptly.
• Order, receive, and maintain office and department supplies.
• Assist with special projects and other administrative duties as assigned.

Skills

Organizational skills

Time management

Attention to detail

Independent work

Confidentiality

Written and verbal communication

Multitasking

Education

Bachelor's Degree (preferred)

Tools

Deltek Vision

Egnyte

Newforma

Procore

Microsoft Office Suite

Job description

Job Title: Document Control Coordinator
Location: Vorhees, New Jersey
Type: Direct Hire
Compensation: $60k- $75k
Work Model: Onsite

Responsibilities

• Provide timely and accurate document control support for project teams, including processing submittals, Requests for Information (RFIs), change orders, specification formatting, project correspondence, and closeout documentation.
• Coordinate the review, approval, and distribution of project documents in accordance with established workflows, contractual requirements, and project schedules.
• Maintain and update internal and external distribution lists to ensure project documents are routed to the appropriate stakeholders throughout each phase of the review process.
• Apply document naming conventions, version control procedures, and filing standards to maintain document accuracy, traceability, and consistency.
• Monitor document status, track outstanding reviews and approvals, and follow up with project team members as needed to meet project deadlines.
• Organize and maintain electronic project files within Deltek Vision, Egnyte, Newforma, Procore, and other company systems to ensure complete and accessible project records.
• Assist with the preparation, organization, and distribution of project deliverables and construction administration documentation.
• Provide administrative support to the department, including coordinating meetings, managing calendars and department schedules, arranging travel, and organizing Lunch & Learn events.
• Track professional development hours and Professional Engineer (P.E.) license renewal requirements for engineering staff.
• Answer and direct incoming telephone calls and communicate messages promptly and professionally.
• Order, receive, and maintain office and department supplies as needed.
• Assist with special projects and perform other administrative duties as assigned.

Requirements

• Excellent organizational and time management skills with exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint).
• Experience with document management and project management software, including Deltek Vision, Egnyte, Newforma, and Procore, is preferred.
• Ability to work independently while collaborating effectively with multidisciplinary project teams.
• Commitment to maintaining confidentiality and handling sensitive project information with discretion.
• Education & Experience: Bachelor's Degree (preferred); five to ten years' administrative or technical software experience, preferably with an architectural, engineering, or construction firm.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, life, and short/long-term disability insurance. Generous 401(k) match, vacation, PTO, paid holidays, summer hours, flexible hours, and employee development opportunities are also available.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.