Document Control Specialist

Hargrove Engineers + Constructors; Baytown (TX); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Comprehensive benefits package

Paid holidays and personal paid time

Medical, dental, vision, life and long

401(k) and other benefits

Job summary

Hargrove Engineers + Constructors is seeking an experienced project administration assistant to support planning, tracking, and documentation across multiple projects from proposal through closeout. You will assist leaders and project managers, prepare charts, correspondence and proposals, and manage client information in Deltek Vision and Outlook.

The role requires at least 6 years of admin experience in an industrial engineering environment, with strong MS Office skills and attention to

Qualifications

• High School Diploma or equivalent is required; advanced coursework preferred.
• 6+ years of experience providing administrative support, ideally in an industrial engineering environment.
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook; knowledgeable in Deltek Vision and Newforma.

Responsibilities

• Assist in project administration for one or more projects from proposal to closeout.
• Support department leadership and project managers with organizational tasks and reporting.
• Prepare project organization charts, correspondence, transmittals, mailings and labels.
• Enter and maintain client contact information in Deltek Vision and Outlook.
• Assist in creating and proofreading technical documents and proposals.
• Schedule project/client meetings and arrangements; prepare and distribute meeting notes.
• Prepare client and project presentations and execute special projects as needed.
• Provide scanning, copying, faxing, and filing for project information; maintain meeting spaces.

Skills

Attention to detail

Proofreading

Communication

Multi-tasking

Reporting

Education

High School Diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Deltek Vision

Newforma

Job description

What You'll Be DoingJob Scope: Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to. This work will be performed under general supervision.Primary responsibilities will include but are not limited to:Assisting in Deltek Vision Resource Planning and producing reports.Preparation of project organizational charts.Preparation of project correspondence and transmittals.Preparation of project mailings and labels.Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.Scheduling project and client meetings and arrangements.Preparation and distribution of project meeting notes.Preparation of client and project presentations.Execution of special projects.Providing scanning, copying, faxing, and filing services for project related information.Maintaining professional appearance of meeting spaces.Ideal BackgroundEducation: High School Diploma or equivalent is required. Advanced coursework is highly preferred.Certification: No certification is required for this position.Experience: This position requires 6 or more years of experience in providing administrative support, preferably in an industrial engineering environment.Required Knowledge, Skills, and Abilities:Knowledge and application of company standards.Knowledge and application of office administration procedures.Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.Proficient in the use of Newforma, Deltek Vision and other software as needed.Extreme attention to detail.Excellent proofreading and grammar.Ability to communicate effectively, both verbal and written.Ability to maintain confidentiality in all areas.Ability to work in a fast paced environment with extreme multi-tasking.Ability to prioritize effectively.Ability to accurately develop reports.Ability to maintain effective working relationships with teammates, clients, and vendors.Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.Ability to find and communicate accurate information.Ability to work flexible hours as needed.Physical Requirements:Ability to sit, stand or walk for long periods of time.Hargrove CultureWe work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.Equal Opportunity Employment StatementHargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.Hargrove is a drug-free workplace.The selected candidate must be authorized to work in the United States.