Project Management Information Services Controls Coordinator

SQN Associates, LLC; Chicago (IL); On-site; USD 82,000 - 95,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401k plan

Paid time off

Paid holidays

Parental leave

Professional development assistance

Life insurance

Job summary

SQN Associates, LLC in Chicago, IL is seeking a PMIS Controls Coordinator to serve as a project data steward and operational administrator, ensuring project information is stored, named, classified, maintained, and retrievable according to project and client standards.

You will maintain records, support cost and schedule workflows, log correspondences, and assist with onboarding, governance, and audits while applying Forma PMIS skills and Microsoft 365 tools.

Qualifications

• 3+ years of experience in document control, project controls, project administration, engineering/construction, or a related field.
• Experience with Autodesk Forma/ACC.
• Strong understanding of document control, project controls, and records management principles.
• Strong organizational, analytical, and attention-to-detail skills, with an emphasis on data accuracy and quality.
• Proficiency with Microsoft 365, particularly Excel, Outlook, Teams, and SharePoint
• Strong written and verbal communication skills with the ability to coordinate across multidisciplinary project teams.
• Public-sector, PMO, or major capital program experience preferred.
• Data Integrity & Quality Control – Maintains accurate, complete, consistently structured, and reliable project information.
• Document & Records Management – Understands how project records should be organized, controlled, retained, and retrieved.
• Project Controls Awareness – Understands the relationship between cost, schedule, change, documentation, and project reporting.
• Process Discipline – Consistently follows workflows and procedures through completion.
• Technology Proficiency – Learns PMIS functionality quickly and effectively.
• Judgment & Confidentiality – Maintains professional, accurate, and defensible project records while appropriately handling sensitive information.
• Measures of Success - Success is demonstrated through accurate and complete project records, consistent adherence to data standards, timely workflow processing, reliable project controls information, and efficient records
• College degree preferred.

Responsibilities

• Document & Data Control: Maintain accurate and complete project records, including naming conventions, metadata, classification, version control, and document organization.
• Correspondence & Transmittals: Log, route, track, and maintain correspondence, transmittals, and project email to support a complete and traceable project record.
• Cost & Schedule Support: Support accounting, cost, and scheduling workflows by maintaining accurate data, documentation, updates, and reporting inputs.
• Workflow & Action Tracking: Monitor workflows, outstanding responses, due dates, approvals, and action items; follow up with responsible parties as needed.
• Records & FOIA Support: Search, collect, organize, and export project records for FOIA, audit, legal, and authorized client requests.
• Reporting & Audit Readiness: Support reporting, data extracts, record reconciliation, management reviews, and audits.
• User Onboarding & Support: Assist with onboarding/offboarding, workflow guidance, training, and adherence to established Forma processes.
• Quality & Governance: Perform data-quality reviews, identify gaps or inconsistencies, reinforce project standards, and escalates process issues.
• Other duties as required by the project, client, or SQN business needs.

Skills

Document control

Project controls

Data integrity & quality

Organizational skills

Attention to detail

Cross-disciplinary coordination

Communication skills

PMO experience

Judgment & confidentiality

Process discipline

Education

College degree preferred

Tools

Autodesk Forma/ACC

Microsoft 365 (Excel, Outlook, Teams, SharePoint)

Job description

About SQN

sine qua non: (noun) something considered absolutely essential.

SQN Associates

SQN Associates is a woman- and minority-owned company providing Construction Management, Program & Project Management, and Project Controls services to public and private clients in markets that include Aviation, Buildings & Facilities, Rail, Transit, Transportation, and Utilities.

Our mission

Our mission is to be “absolutely essential” to the success of our clients, partners, employees, and community. Central to this mission is our commitment to a culture of excellence rooted in fostering reliable support and mutual respect for those we work with.

Our definition of success

Our definition of success involves more than just hard numbers. We strive to stay true to our core values with every decision that we make, at every level. Our culture of excellence inspires us to hold ourselves to the highest standards in everything that we do, whether it’s conducting ourselves with accountability and transparency in our work, continually cultivating the capabilities of our team, or seeking ways to empower those around us in pursuit of a more diverse, equitable, and sustainable future. When it comes down to it, SQN believes in putting people first.

Our greatest asset

Our greatest asset is the SQN Team – our dedicated and talented employees. By making it our business to take care of them both professionally and personally, we make it possible for them to take care of business. Thanks to the enthusiasm of the SQN Team, SQN Associates has been named as one of Crain’s Chicago Business’ Best Places to Work for multiple years running.

Overview

This position serves as a project data steward and operational administrator, ensuring project information is properly stored, named, classified, maintained, and readily retrievable in accordance with established project and client standards.

Position Type

Full-time salaried employee

Organizational Position

Job Title: PMIS Controls Coordinator

Reports to: Director of Buildings and Aviation

Responsible for: N/A

Duties/Responsibilities

This position serves as a project data steward and operational administrator, ensuring project information is properly stored, named, classified, maintained, and readily retrievable in accordance with established project and client standards.

• Document & Data Control: Maintain accurate and complete project records, including naming conventions, metadata, classification, version control, and document organization.
• Correspondence & Transmittals: Log, route, track, and maintain correspondence, transmittals, and project email to support a complete and traceable project record.
• Cost & Schedule Support: Support accounting, cost, and scheduling workflows by maintaining accurate data, documentation, updates, and reporting inputs.
• Workflow & Action Tracking: Monitor workflows, outstanding responses, due dates, approvals, and action items; follow up with responsible parties as needed.
• Records & FOIA Support: Search, collect, organize, and export project records for FOIA, audit, legal, and authorized client requests.
• Reporting & Audit Readiness: Support reporting, data extracts, record reconciliation, management reviews, and audits.
• User Onboarding & Support: Assist with onboarding/offboarding, workflow guidance, training, and adherence to established Forma processes.
• Quality & Governance: Perform data-quality reviews, identify gaps or inconsistencies, reinforce project standards, and escalates process issues.
• Other duties as required by the project, client, or SQN business needs.

Qualifications / Requirements

• 3+ years of experience in document control, project controls, project administration, engineering/construction, or a related field.
• Experience with Autodesk Forma/ACC.
• Strong understanding of document control, project controls, and records management principles.
• Strong organizational, analytical, and attention-to-detail skills, with an emphasis on data accuracy and quality.
• Proficiency with Microsoft 365, particularly Excel, Outlook, Teams, and SharePoint
• Strong written and verbal communication skills with the ability to coordinate across multidisciplinary project teams.
• Public-sector, PMO, or major capital program experience preferred.
• Data Integrity & Quality Control – Maintains accurate, complete, consistently structured, and reliable project information.
• Document & Records Management – Understands how project records should be organized, controlled, retained, and retrieved.
• Project Controls Awareness – Understands the relationship between cost, schedule, change, documentation, and project reporting.
• Process Discipline – Consistently follows workflows and procedures through completion.
• Technology Proficiency – Learns PMIS functionality quickly and effectively.
• Judgment & Confidentiality – Maintains professional, accurate, and defensible project records while appropriately handling sensitive information.
• Measures of Success - Success is demonstrated through accurate and complete project records, consistent adherence to data standards, timely workflow processing, reliable project controls information, and efficient records
• College degree preferred.

Physical Requirements

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job, absent undue hardship. While performing the functions of the job, the employee must be able to:

• Clearly communicate and remember information and effectively convey that information to others
• Operate a computer, other office productivity tools, and work-related instruments
• Operate a vehicle (automobile)
• Remain in a stationary position for long periods of time
• Observe details at close range
• Move items weighing up to 30 pounds
• Move about an office, job site, and from location to location
• Ascend/descend from stairs, ladders, scaffolding, ramps, elevated areas, etc.
• Ability to work on elevated structures
• Maintain body equilibrium to prevent falling on uneven or slippery surfaces
• Move your body to get low to the ground if necessary

Working Conditions

• General office environment
• Able to be exposed to outdoor weather conditions throughout the year including extreme heat and cold
• Able to work around noise and potentially hazardous materials
• Able to work around moving objects and equipment while on a job site
• Able to work in a confined space

Compensation & Benefits

SQN offers a comprehensive and competitive benefits package to all eligible employees that consists of:

• Competitive base pay (Annual base pay $82,000 - $95,000)
• Discretionary annual bonus
• Medical, dental, and vision coverage plan options
• Company-paid life insurance and short-term/long-term disability
• 401k plan with an employer safe harbor contribution
• Paid time off
• Paid company holidays
• Paid parental leave
• Professional development assistance, licensure, and professional membership reimbursement
• Company-sponsored social events
• Pre-tax commuter benefit
• Health savings accounts with employer contribution
• Health care and dependent care flexible spending accounts
• Monthly cell phone reimbursement
• Annual wellness reimbursement
• Voluntary life and accident insurance
• Voluntary critical illness and hospital indemnity insurance
• Pet insurance

EEO Statement

SQN Associates, LLC is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant, employee, or other covered person based on any legally recognized basis, including, but not limited to: veteran status, uniformed servicemember status, race, color, caste, immigration status, religion, religious creed (including religious dress and grooming practices), sex, gender, gender expression, gender identity, marital status, sexual orientation, pregnancy (including childbirth, lactation or related medical conditions), age, national origin or ancestry, citizenship, physical or mental disability, genetic information (including testing and characteristics), protected leave status, domestic violence victim status, or any other consideration protected by federal, state or local law. We are committed to providing reasonable accommodations; if you need an accommodation to complete the application process, please contact us via our website at https://www.sqna.com.

Artificial Intelligence in Recruitment

The Company uses technology, including artificial intelligence-enabled recruiting tools, to assist in identifying, ranking, and evaluating potential candidates based on job-related qualifications and criteria established by the Company. These tools support, and do not replace, human review and judgment. The Company does not rely solely on artificial intelligence or automated tools to screen out applicants or make hiring decisions. Employment decisions are made with human review and oversight.