Project Support Specialist II

Zachry Group; Charlotte (NC); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Safe and drug-free workplace

Equal Opportunity Employer

Job summary

Zachry Group is seeking a motivated Project Support Specialist for the Charlotte, NC office to manage project documents and support the project team.

The role focuses on document control, EDMS usage, and adherence to company procedures in a fast-paced environment.

Qualifications

• High school diploma or equivalent required; associate degree or bachelor's degree preferred.
• Minimum 5 years of experience in document control, project administration, construction, engineering, or related field.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
• Ability to learn document management and EDMS software quickly.
• Ability to manage multiple tasks and meet deadlines.
• Strong sense of ownership and follow-through.

Responsibilities

• Upload and manage engineering, procurement, construction, and project documentation within the project EDMS.
• Receive, quality check, register, and distribute project documents in accordance with established procedures.
• Performa data entry with 99% accuracy to ensure project delivery deadlines are met.
• Process documents within 24 hours per the project service level agreements.
• Perform quality checks on documents to verify document numbers, titles, revisions, status, and required metadata.
• Track document revisions and help ensure the latest approved documents are available to project teams.
• Process document transmittals and distribute documents to the appropriate project stakeholders.
• Maintain project docbases and ensure documents are stored in the appropriate locations.
• Maintain confidentiality, security, and integrity of project information and records.
• Support the Project Support Manager with document control procedures and project reporting.
• Assist with maintaining Document Distribution Matrices and other document control records.
• Coordinate with engineering, procurement, construction, vendors, subcontractors, and other project stakeholders regarding document submissions.
• Support engineering with document formatting and template management by creating, maintaining, and updating standardized templates; applying consistent formatting; managing styles, headers, footers, and tables; and ensuring documents meet project, client, and company requirements.
• Generate reports and provide status updates to project teams and management regarding document activities and deliverables.
• Must be detail oriented and able to recognize priority of deliverables for processing.
• Must be dependable by meeting deadlines, working independently, accountable for work and maintain focus.
• Ensure project documentation is handled in accordance with company procedures, security requirements, and project-specific requirements.
• Perform other document control and project administration duties as assigned.

Skills

Document control

Organizational skills

Time management

Communication skills

Education

High school diploma or equivalent

Associate or Bachelor's degree preferred

Tools

Microsoft 365 (Excel/Word/Outlook/Teams)

EDMS/Document Management Systems

SharePoint

Procore

Adobe Acrobat/Bluebeam

Job description

Job Description

Zachry Engineering Corporation (ZEC) is currently looking for a motivated and detail-oriented Project Support Specialist for the Charlotte, NC office. The successful incumbent has a good understanding of project document control responsibilities, required software systems and corporate operating procedures necessary to function in a fast-paced multitasking environment.

The Document Controller will support the receipt, registration, distribution, tracking, and maintenance of project documents throughout the project lifecycle. The ideal candidate is organized, dependable, comfortable working with technology, and able to manage multiple priorities in a fast-paced project environment.

Responsibilities

• Upload and manage engineering, procurement, construction, and project documentation within the project EDMS.
• Receive, quality check, register, and distribute project documents in accordance with established procedures.
• Performa data entry with 99% accuracy to ensure project delivery deadlines are met.
• Process documents within 24 hours per the project service level agreements.
• Perform quality checks on documents to verify document numbers, titles, revisions, status, and required metadata.
• Track document revisions and help ensure the latest approved documents are available to project teams.
• Process document transmittals and distribute documents to the appropriate project stakeholders.
• Maintain project docbases and ensure documents are stored in the appropriate locations.
• Maintain confidentiality, security, and integrity of project information and records.
• Support the Project Support Manager with document control procedures and project reporting.
• Assist with maintaining Document Distribution Matrices and other document control records.
• Coordinate with engineering, procurement, construction, vendors, subcontractors, and other project stakeholders regarding document submissions.
• Support engineering with document formatting and template management by creating, maintaining, and updating standardized templates; applying consistent formatting; managing styles, headers, footers, and tables; and ensuring documents meet project, client, and company requirements.
• Generate reports and provide status updates to project teams and management regarding document activities and deliverables.
• Must be detail oriented and able to recognize priority of deliverables for processing.
• Must be dependable by meeting deadlines, working independently, accountable for work and maintain focus.
• Ensure project documentation is handled in accordance with company procedures, security requirements, and project-specific requirements.
• Perform other document control and project administration duties as assigned.

Qualifications

• High school diploma or equivalent required; associate degree or bachelor's degree preferred.
• Minimum 5 years of experience in document control, project administration, construction, engineering, or a related field.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Teams.
• Ability to learn document management and EDMS software quickly.
• Ability to manage multiple tasks and meet deadlines.
• Strong sense of ownership and follow-through.

Preferred Qualifications

• Experience working in an EPC, engineering, construction, manufacturing, or industrial environment.
• Familiarity with document management systems such as Aconex, SharePoint, and Procore.
• Familiarity with engineering and construction documentation such as drawings, specifications, RFIs, submittals, transmittals, vendor documents, and project correspondence.
• Experience working with PDF documents using Adobe Acrobat, Bluebeam, or similar software.
• Basic understanding of document numbering, revision control, document status, and metadata.

Zachry Groupis dedicated in providing a Safe and Drug Free work environment; and is an Equal Opportunity Employer