Document Control Specialist - PMO Services

Sargent & Lundy; Chicago (IL); On-site; USD 57,000 - 83,000; Full time

Benefits offered by this job

Health plans

Life & Accident Insurance

Disability Coverage

EAP

Back-Up Daycare

401(k)

Job summary

Sargent & Lundy is seeking a motivated Records Coordinator to support the PMO in a hybrid Chicago-area role. You will manage client documents, project files, and system access, while ensuring quality records throughout each project cycle.

You will collaborate with project managers and engineers, edit procedures, generate reports, and help drive process improvements. A high school diploma and 2 years in an office environment are required; familiarity with Word, Excel, Outlook, PowerPoint, and

Qualifications

• High school diploma and two years of office experience.
• Strong time management and detail-orientation with process-improvement experience.
• Experience in professional environments meeting production and accuracy goals.
• Excellent written and verbal communication; proficient in MS Word/Excel/Outlook/PowerPoint/Acrobat.
• Flexible, team player, self-starter; able to work occasional overtime.

Responsibilities

• Serve as PMO client document control contact for inquiries, project files, and system access.
• Maintain quality records through each project cycle: setup, training, filing, and retention.
• Assist in Quality Assurance activities and log maintenance.
• Coordinate onboarding/offboarding: training, access, and document permissions.
• Edit procedures and format project documents to client requirements.
• Generate reports for assigned projects and communicate with stakeholders.
• Support multiple priorities with strong organization and work ethic.

Education

High School Diploma or Equivalent

Bachelor's Degree (preferred)

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Adobe Acrobat/PDFs

Job description

Responsibilities

This position allows for a hybrid arrangement with a mix of work from home and in the office.

In this position, you will provide exceptional support services in a fast-paced PMO environment and includes the following responsibilities;

• Serve as a primary point of contact for PMO client document control inquiries, project files, records requirements, training, site access, and system access.
• Maintain quality records throughout each project cycle (set-up, receipt, file access, training, transmittal, reproduction, logging, filing, validation, retention, and destruction).
• Assist in Quality Assurance activities and log maintenance.
• Administer records management programs and support the implementation of document control procedures and processes; prepare documents and drawings for transmittal and storage, including correspondence, data entry, copying/distribution, document tracking, and electronic filing.
• Coordinate project onboarding and offboarding activities, including training, system access, site access, distribution lists, and document repository permissions.
• Edit procedures, review calculations, and format other project-related documents per Sargent & Lundy's and clients’ requirements.
• Gather the appropriate information to generate reports for your assigned projects.
• Communicate effectively with project managers, project controls personnel, engineers, clients, contractors, and other stakeholders by listening carefully, anticipating needs, and responding promptly and professionally.
• Demonstrate excellent organization, work ethic, communication skills, attention to detail, and the ability to manage multiple priorities.
• Perform other tasks and support additional projects as assigned.

Qualifications

We do not sponsor employees for work authorization in the U.S. for this position.

Essential skills and experience:

• This position requires a high school diploma (or equivalent) and two years of experience working in an office environment.
• Great time management, detail-oriented, with experience driving process improvement.
• Prior experience should include working in a professional environment and meeting established production and accuracy goals.
• Excellent communication skills (including writing and editing) and proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat/PDFs.
• Candidate must be flexible, a team player, a self-starter, and open to occasional overtime.

Valued but not required skills and experience:

• A bachelor's degree
• Prior experience in project coordination, contract administration, or related operations role is desirable
• Exposure to document control systems or project controls methodologies.
• Experience with project management tools, ProjectWise, or similar systems preferred.

Technology & Innovation

Sargent & Lundy values the appropriate use of technology to improve how work gets done and deliver high-quality outcomes for our clients. Depending on the role, employees may use data, automation, artificial intelligence, and other digital tools to support research, analysis, engineering and design activities, workflow improvement, or other aspects of their work. We value candidates who demonstrate an interest in learning and effectively using emerging technologies where relevant to their role. Employees remain accountable for their work and are expected to apply appropriate professional judgment and review when using technology-assisted tools. Experience with AI, automation, programming, or similar technologies is valued where relevant but is not required unless specifically identified elsewhere in the job description.

About Sargent & Lundy

At Sargent & Lundy, we care about the health and well-being of our employees. Our commitment extends beyond the workplace, offering comprehensive healthcare plans and generous paid time off to support our team members in every aspect of their lives. We understand the importance of work-life balance, which is why we are proud to provide competitive, award-winning benefits. Our dedication to employee satisfaction has earned us the prestigious Top Workplaces Culture Excellence Award for compensation and benefits in 2022, 2023, and 2024.

Health & Wellness

• Health Plans: Medical, Dental, Vision
• Life & Accident Insurance
• Disability Coverage
• Employee Assistance Program (EAP)
• Back-Up Daycare
• FSA & HSA

Financial Benefits

• 401(k)
• Pre-Tax Commuter Account
• Merit Scholarship Program
• Employee Discount Program
• Corporate Charitable Giving Program
• Tuition Assistance
• First Professional Licensure Bonus
• Employee Referral Bonus

Work-Life Balance

• Paid Annual Personal/Sick Time (PST)
• Paid Vacation
• Paid Holidays
• Paid Parental Leave
• Paid Bereavement Leave
• Flexible Work Arrangements

Compensation Range

$56,943 - $83,350

Transparency Statement

Sargent & Lundy discloses compensation ranges that comply with all local and state regulations. The total compensation package for eligible positions will include a base salary or an hourly rate and a comprehensive benefits package, reflecting our commitment to rewarding performance and supporting the overall well-being of our employees. Individuals may also be eligible to participate in our yearly discretionary bonus.

Equal Opportunity

Sargent & Lundy is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability status, protected veteran status, or any protected status as defined by applicable law.