Document Controls Specialist

Hargrove Engineers + Constructors; Pasadena (TX); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Paid holidays

PTO

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k)

Job summary

Hargrove in Pasadena, TX is seeking an experienced Project Administrator to oversee planning, tracking, and documentation from the proposal phase through closeout. You will support leadership and project managers with document controls, reporting, and client communications.

Ideal candidates will have 6+ years of administrative experience in an industrial engineering setting and be proficient with Word, Excel, PowerPoint, Outlook and Newforma.

Qualifications

• Requires 6+ years of experience providing administrative support, preferably in an industrial engineering environment.
• High school diploma or equivalent is required; advanced coursework preferred.
• Proficient with Word, Excel, PowerPoint, Outlook and Newforma; strong proofreading and grammar skills.
• Excellent verbal and written communication; ability to maintain confidentiality in a fast-paced environment.

Responsibilities

• Assist in resource planning and producing reports.
• Prepare project org charts and correspondence; manage transmittals and mailings.
• Enter and maintain client contact information; support proposals and technical documents.
• Schedule meetings; prepare notes and distribute meeting minutes; create client presentations.
• Handle document controls and records; provide general project administration support.

Skills

Word

Excel

PowerPoint

Outlook

Newforma

Documentation

Communication

Attention to detail

Education

High School Diploma or equivalent

Advanced coursework preferred

Tools

Newforma

Microsoft Office Suite

Job description

What You'll Be DoingJob Scope: This role is 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 and document controls. This work will be performed under general supervision in our Pasadena area office (77034).Primary responsibilities will include but are not limited to:Assisting in 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 informationUtilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.Document controls- Handle records across various departmentsScheduling 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.Experience: 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 office administration procedures.Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.Proficient in the use of Newforma 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 and maintain documentation.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 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.