Document Control Specialist

Hargrove & Associates Inc.; Port Arthur (TX); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

401(k) matching

Paid time off

Job summary

Hargrove & Associates Inc. is seeking a detail-oriented administrative specialist to support Resource Leaders and Project Managers.

The role involves managing engineering and project records, assisting with documentation applications, and maintaining SharePoint sites to ensure accurate metadata and streamlined workflows. You will work under general supervision, with an emphasis on document governance, accuracy, and compliance.

Qualifications

• Strong SharePoint experience, including custom lists, metadata structures, permissions, and forms.
• Advanced Excel capabilities (VLOOKUP/XLOOKUP, pivot tables, formulas, data validation).
• Experience in engineering document control environments.

Responsibilities

• Assist Resource Leaders and Project Managers with administrative duties under supervision.
• Manage and control engineering and project records in AIM-SDx DMS.
• Maintain SharePoint sites, libraries, lists, forms, workflows, permissions, and metadata.

Skills

SharePoint

Excel

Document control

Technical drawings

Organizational skills

Capital projects support

Education

High School Diploma

Tools

Microsoft Office Suite

Job description

What You'll Be Doing

Generally responsible for assisting Resource Leaders and Project Managers with all aspects of administrative duties. This work will be performed under general supervision.

Primary Responsibilities

• Manage and control engineering and project records within the AIM-SDx Document Management System.
• Conduct drawing research and assist users with documentation applications.
• Maintain and administer SharePoint sites, including libraries, lists, forms, workflows, permissions, and metadata.
• Build and maintain structured document repositories for engineering, operations, and maintenance teams.
• Oversee the full document lifecycle: creation, revisions, redlines, approvals, and archival.
• Review and interpret engineering drawings (P&IDs, equipment files, specifications, mechanical packages).
• Ensure compliance with MOC and site document‑control standards.
• Use advanced Excel tools (lookups, pivot tables, formulas, data validation) for tracking and reporting.
• Utilize Microsoft Copilot and AI tools to streamline and enhance workflow efficiency.
• Support audit readiness and assist with QA/QC verification processes.

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 a minimum 5 years of relevant experience in administrative and clerical services in a professional environment.

Knowledge, Skills, & Abilities Required

• Strong SharePoint experience, including custom lists, metadata structures, permissions, and forms.
• Advanced Excel capabilities (VLOOKUP/XLOOKUP, pivot tables, formulas, data validation).
• Experience in engineering document control environments.
• Ability to understand engineering terminology and read technical drawings.
• Strong organizational and analytical abilities.
• Experience supporting capital projects or operations/maintenance teams.
• Understanding of structured document governance and compliance processes.

Physical Requirements

Ability to sit, stand, or walk for long periods of time.

Benefits

• This position offers a highly competitive compensation package, including paid time off, health insurance benefits, and matching retirement contributions.
• Paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.

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.

Hargrove Commitment

Hargrove is passionate about serving our clients within our industry and the local economy, and we recognize that our impact goes beyond building great projects. Our extraordinary teammates serve the community with their time, talent, and generosity. The Hargrove team is a family whose volunteerism makes a huge impact on our communities, and The Hargrove Foundation is the vehicle for making a true difference in the lives of others. 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. Hargrove has consistently been ranked one of the "Best Firms to Work For" by organizations such as ZweigWhite and Business Alabama. We pair expertise and passion to meet and exceed the needs of the clients we serve across the globe. Our teammates strive to expand their knowledge and contribute to the success of the organization. Stay informed about new opportunities that are relevant to your profile.