Document Controls Specialist ($70K-$80K, Project Support Admin)

twiceasnice Recruiting; Pittsburgh (Allegheny County); On-site; USD 70,000 - 80,000; Full time

Job summary

A leading company in the manufacturing industry is seeking a Document Controls Specialist to support their project management team. This role involves maintaining project documentation and document control systems, requiring strong organizational skills and proficiency in Microsoft Excel. The position offers an opportunity to make a significant impact while working on-site in a dynamic environment.

Benefits

Medical

Dental

Vision

Life Insurance

Disability

401K w/ Match

PTO

Qualifications

• 3 years of experience in document control or records management is required.
• Ability to work 100% on-site is required.
• Proficient with document control systems.

Responsibilities

• Maintain organized electronic filing systems by project number and document type.
• Validate contractor invoices and ensure proper coding and approvals.
• Coordinate with purchasing and accounting on POs and payments.

Skills

Detail-oriented

Organizational skills

Cross-functional communication

Proficiency in Microsoft Excel

Education

Bachelor’s degree or equivalent professional experience

Tools

Electronic document management systems (EDMS)

Job description

Document Controls Specialist (Project Support Admin)
Location: 20 miles southwest of Pittsburgh, PA
Salary: $70,000 – $80,000 + Discretionary Annual Bonus + Benefits
Benefits: Medical, Dental, Vision, Life, Disability, 401K w/ Match, PTO
Job Type: Full-Time
Typical Hours: M-F, 8am – 5pm
Start Date: ASAP
Sponsorship: Not available
Relocation Assistance: Not Available

Document Controls Specialist (Project Support Admin) Description

Our client in the manufacturing industry is seeking a Document Controls Specialist to support their project management team in Canonsburg, PA. This administrative role ensures all project documentation, vendor contracts, and data related to a large facility expansion are accurately maintained and accessible. Reporting to the Senior Project Manager, you will serve as the central point of contact for project documents, maintaining schedules, tracking contract terms, and validating invoices. The ideal candidate is detail-oriented, highly organized, and proficient with document control systems and Microsoft Excel. Success requires a strong commitment to accuracy, the ability to manage large volumes of data, and effective cross-functional communication with purchasing and accounting teams. This is a great opportunity to make an impact and join a well-established company in a vital industry.

Document Controls Specialist (Project Support Admin) Responsibilities

• Maintain organized electronic filing systems by project number and document type
• Manage all vendor contracts and documentation related to project materials
• Store and maintain up-to-date engineered drawings and specifications
• Validate contractor invoices and ensure proper coding and approvals
• Coordinate with purchasing and accounting on POs and payments
• Ensure certificates of insurance are up to date for all vendors
• Track project milestones and update schedules based on inputs from project managers
• Assign documents to correct project folders for quick retrieval
• Verify accuracy of time and material documentation from contractors
• Identify areas for process improvement in document workflows
• Distribute project documentation to appropriate stakeholders
• Provide general administrative support to the project management team

Document Controls Specialist (Project Support Admin) Qualifications

• Bachelor’s degree or equivalent professional experience is required
• 3 years of experience in document control or records management is required
• Proficiency in Microsoft Excel and electronic document management systems (EDMS) is required
• Ability to work 100% on-site is required