Document Control Specialist

Socket.dev; Baytown (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k)

Paid holidays & PTO

Job summary

Hargrove in Baytown, TX is seeking an experienced Administrative Specialist to support project administration from proposal through closeout. You will prepare project organizational charts, correspondence, and client contacts, manage documentation in Deltek Vision and Outlook, and assist with proposals and reports.

This on-site role requires 6+ years of admin experience in an industrial setting and a sharp eye for detail.

Qualifications

• High School Diploma or equivalent is required; advanced coursework preferred.
• 6+ years of administrative support experience, preferably in an industrial engineering environment.
• Proficient with Deltek Vision, Newforma and Microsoft Office applications.
• Extreme attention to detail with excellent proofreading and grammar.
• Ability to communicate effectively, both verbally and in writing.
• Ability to handle confidential information and multiple tasks in a fast-paced environment.

Responsibilities

• Assisting in project administration including planning, tracking and documentation from proposal to closeout.
• Prepare project organizational charts, correspondence, and transmittals.
• Preparation of project mailings and labels.
• Entering and maintaining current client contact information in Deltek Vision and Microsoft Outlook.
• Assisting in proposals and other technical documents, including proofreading.
• Scheduling project and client meetings and preparing notes and presentations.
• Providing scanning, copying, faxing and filing for project information.
• Maintaining meeting spaces and supporting department leadership.

Skills

Attention to detail

Proofreading

Verbal and written communication

Confidentiality

Multitasking

Prioritization

Report development

Team collaboration

Fast-paced environment

Education

High School Diploma or equivalent

Tools

Deltek Vision

Newforma

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

What You'll Be Doing

Job 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 Background

Education: 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 Culture

We 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 Statement

Hargrove 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.