Document Control Specialist - PMO Services

Sargent Lundy; Minneapolis (MN); On-site; USD 57,000 - 83,000; Full time

Benefits offered by this job

Health Plans

Life & Accident Insurance

Disability Coverage

Employee Assistance Program

Back-Up Daycare

FSA & HSA

401(k)

Pre-Tax Commuter Account

Merit Scholarship Program

Employee Discount Program

Tuition Assistance

First Professional Licensure Bonus

Employee Referral Bonus

Paid Annual Personal/Sick Time

Paid Vacation

Paid Holidays

Paid Parental Leave

Paid Bereavement Leave

Flexible Work Arrangements

Job summary

Sargent & Lundy is seeking a PMO document control coordinator in a hybrid role, combining home and office work. You will manage client documents, project records, and onboarding/offboarding activities while maintaining quality standards and supporting QA.

Ideal candidates have strong MS Office skills, excellent communication, and the ability to multitask in a fast-paced environment. Some overtime may be required, and a high school diploma with two years of office experience is expected.

Qualifications

• This position requires a high school diploma (or equivalent) and two years of office experience.
• 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.

Responsibilities

• Serve as a primary point of contact for PMO client document control inquiries and project files.
• Maintain quality records throughout each project cycle from set-up to destruction.
• Assist in Quality Assurance activities and log maintenance.
• Administer records management programs and support document control procedures.
• Coordinate project onboarding and offboarding activities including training and access permissions.
• Edit procedures, review calculations, and format project-related documents per requirements.
• Gather information to generate reports for assigned projects.
• Communicate effectively with project managers, engineers, clients, and stakeholders.
• Demonstrate organization, work ethic, and the ability to manage multiple priorities.
• Perform other tasks and support additional projects as assigned.

Skills

Office experience

Time management

Communication skills

Attention to detail

Microsoft Office

Education

High school diploma

Bachelor's degree

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.