Document Management Specialist

Samco Technologies Inc • Buffalo, NY

2d • $24 - $29

About The Position

The Document Management Specialist coordinates, organizes, and maintains project documentation between SAMCO, its customers, and project stakeholders. The role supports the preparation, submission, tracking, and distribution of electronic project documents, ensuring accuracy, compliance with customer requirements, and timely delivery. The specialist works with Project Managers, engineering personnel, and other departments to maintain organized records, monitor document schedules, and facilitate communication throughout project execution.

The position requires attention to detail, proficiency with office and PDF tools, strong organizational and communication skills, and the ability to follow customer-specific requirements and internal procedures. The specialist should be able to work independently while collaborating with multidisciplinary project teams and maintaining accessible, accurate electronic records through the project lifecycle.

Requirements

• Previous experience in document control, project administration, engineering support, or a related position.
• Proficiency in Microsoft Office, including Outlook, Excel, and Word.
• Ability to manage PDF documents, including combining files, organizing pages, adding bookmarks, and compiling comments.
• Strong attention to detail and ability to maintain accurate, organized electronic records.
• Strong organizational and time-management skills, including the ability to prioritize multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Ability to follow established procedures, customer-specific documentation requirements, and internal processes.
• Ability to learn and navigate electronic document management systems and customer submission platforms.
• Ability to work independently and collaborate effectively with multidisciplinary project teams.
• Dependable follow-through, problem-solving skills, and ability to identify and resolve documentation discrepancies.
• Associate degree or relevant administrative or technical training.

Nice To Haves

• Experience with SharePoint, TeamBinder, Aconex, Procore, or similar document management platforms.
• Familiarity with engineering drawings, technical specifications, equipment submittals, and operating manuals.
• Experience preparing document transmittals, maintaining revision records, and coordinating customer comment responses.
• Familiarity with relational database systems and data normalization.

Responsibilities

• Collect, organize, and prepare electronic document packages for customer submission through designated platforms, including SharePoint, TeamBinder, Aconex, Procore, and email.
• Review document packages for accuracy, including document numbers, filenames, revisions, attachments, and compliance with customer submission requirements.
• Prepare and submit document transmittals, confirm delivery, and maintain records of submissions, receipts, and document status.
• Monitor customer portals and communication channels for incoming documents, review comments, and returned submittals.
• Download, organize, and maintain project documentation in SAMCO’s electronic file system using established naming conventions and revision controls.
• Communicate incoming documents, customer comments, review statuses, and required actions to project team members.
• Coordinate document delivery schedules with Project Managers, engineering personnel, and other contributors.
• Maintain document tracking logs covering document numbers, titles, revisions, submission dates, review statuses, and outstanding actions.
• Monitor submission deadlines, customer review periods, and resubmission requirements; follow up with team members and communicate potential delays.
• Cross-reference internal document numbers and filenames with customer-specific requirements while maintaining traceability.
• Compile and organize customer comments, track response statuses, and coordinate resubmission packages with the project team.
• Assist in preparing final project documentation, including operating manuals, turnover packages, and project closeout records.
• Maintain accurate, accessible, and organized electronic records throughout the project lifecycle.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree