Document Controls Coordinator

Miron Construction • Neenah, WI

7d • Hybrid

About The Position

The Document Controls Coordinator serves as an administrative and operational partner to the Vice Presidents of Project Management and is responsible for helping ensure the Project Management leadership team operates efficiently and effectively. This position provides support across a wide range of administrative, organizational, communication, coordination, process improvement, and operational activities based on department and leadership needs. Success in this role requires flexibility, initiative, sound judgment, attention to detail, and a service-oriented mindset.

This position is expected to understand and be capable of performing the full range of Document Control Administrator (DCA) responsibilities; however, its primary administrative support focus is the Vice Presidents of Project Management and department-level initiatives. The Document Controls Coordinator also provides functional leadership, training, process ownership, and resource coordination for the DCAs team while promoting consistent practices, workload coordination, best-practice sharing, continuous improvement, and adoption of new systems, ERP processes, and AI-enabled tools across the DCA function.

The Document Controls Coordinator is not ordinarily assigned primary responsibility for individual construction projects but may provide temporary project support or coverage when workload, training, staffing, or other business needs require.

Core Expectation: Leadership Through Service

This role exists to support the Vice Presidents of Project Management and prove the leadership, direction, training, and resources necessary for DCAs to effectively support Project Executives, Project Managers, and project teams. The Document Controls Coordinator is expected to serve as a trusted administrative and operational partner to Project Management leadership and demonstrate flexibility in supporting department needs, whether those needs are strategic, operational, administrative, organizational, or project related. The duties listed in this job description are representative and are not intended to be an exhaustive list of all work requirements. Additional job-related responsibilities may be assigned to support leadership, department, and company objectives.

Requirements

• High school diploma or equivalent combination of education and professional experience.
• Significant experience supporting construction project teams, project administration, or project management operations preferred.
• Strong leadership, communication, organization, and relationship-building skills.
• Ability to train, mentor, influence, and support others without direct supervisory authority.
• Demonstrated ability to manage multiple priorities, deadlines, and stakeholder needs.
• Strong problem-solving, process improvement, and root-cause analysis skills.
• Strong customer service orientation and service-first mindset.
• Advanced proficiency in Microsoft 365 applications.
• Experience with ERP systems, project management software, accounting software, and document management systems preferred.

Responsibilities

• Provide broad administrative, organizational, and operational support to the Vice Presidents of Project Management and assist them in effectively managing their responsibilities, priorities, commitments, and department objectives.
• Help Project Management leadership remain organized by coordinating calendars, meetings, schedules, agendas, communications, records, action items, deadlines, and follow-up activities.
• Prepare and distribute meeting materials, presentations, reports, correspondence, department communications, and other support documents.
• Attend meetings and document notes, decisions, responsibilities, and action items as requested.
• Coordinate the administrative and logistical details associated with meetings, department activities, leadership functions, special events, and other business needs.
• Organize files, maintain records, prepare documents, make copies, print and distribute materials, coordinate meals and refreshments, and perform other routine office and administrative activities as needed.
• Support department-wide initiatives, leadership meeting preparation, Project Management initiatives, and special projects.
• Proactively identify administrative or organizational needs and take appropriate action to help the Vice Presidents and Project Management department operate efficiently.
• Provide responsive support for routine and non-routine requests that contribute to the success of the Vice Presidents of Project Management, DCAs, project teams, and department objectives.
• Serve as the primary resource and advisor for DCAs.
• Provide leadership, coaching, and guidance to the DCA team without requiring direct supervisory authority.
• Foster collaboration, consistency, knowledge sharing, and a service-oriented mindset across the DCA function.
• Support DCAs in resolving issues, overcoming obstacles, and maintaining consistent execution of responsibilities.
• Plan and facilitate recurring DCA meetings to communicate updates, reinforce expectations, provide training, share best practices, and address common questions or challenges.
• Maintain sufficient knowledge and proficiency in all DCA responsibilities to provide guidance, training, quality oversight, and hands-on coverage when needed.
• Understand workload and capacity across the DCA team.
• Identify available capacity to assist DCAs who need additional support.
• Assist with identifying DCA availability for new project assignments.
• Coordinate workload shifts when a team loses support due to leave of absence, resignation, vacancy, increased workload, or other temporary needs.
• Perform DCA responsibilities and provide hands-on administrative or project support when coverage, workload, training, staffing, or other business needs require.
• Create, document, maintain, and communicate standard operating procedures for DCAs.
• Train DCAs on standard operating procedures, Project Management Manual requirements, project management software, ERP processes, and new initiatives.
• Monitor consistency of process execution across the DCA team.
• Identify root causes of recurring issues and recommend solutions related to training, capacity, tools, resources, skillset, or process gaps.
• Maintain and update DCA-related documentation, procedural guides, and best practice resources.
• Establish and maintain a formal training program for DCAs.
• Coordinate onboarding and training for new DCAs.
• Identify training needs, skill gaps, and development opportunities.
• Develop training materials, reference guides, and support resources.
• Develop and maintain a core group of experienced DCAs who can assist with training new hires when appropriate.
• Lead continuous improvement efforts to improve consistency, efficiency, and effectiveness of the DCA function.
• Identify, document, and communicate best practices across DCAs.
• Partner with Project Management leadership to implement process improvements, software changes, ERP workflows, automation, and AI-enabled efficiencies.
• Evaluate opportunities to eliminate non-value-added work and streamline administrative activities.
• Promote a culture of accountability, consistency, service, collaboration, and continuous learning.
• Perform other duties and responsibilities as assigned.
• Recognize that the responsibilities of this position may evolve or vary based on Project Management leadership priorities, department needs, business initiatives, staffing requirements, and changes in technology. Approach these responsibilities with flexibility and a service-oriented commitment to department success.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED