Project Administrator / Document Control Specialist

SYSTRA•Sacramento, CA

3d•$65,455 - $91,200•Onsite

About The Position

SYSTRA delivers architecture, engineering and construction and program management services to our clients that offer public transportation, public education and public housing to our communities. We partner with public transportation owners and operators of bridges, buses, commuter and intercity, high-speed and light rail, mass rapid transit and tunnels, helping them provide safe, efficient and reliable public transportation. SYSTRA also serves public facility authorities that provide safe, attractive, and environmentally sound public schools and offer affordable housing to communities. Ranked 18th in US mass transit and rail design by Engineering News-Record (ENR), SYSTRA has been a trusted partner to public agencies and operators throughout the US since 1985 and employs nearly 200 personnel nationwide. Part of SYSTRA Group, a world-leading engineering and consulting firm, SYSTRA is supported by the over 10,500 employees worldwide. Using a collaborative approach built on the firm’s value of Connected Teams, we provide our clients and partners access to the best skills worldwide via sharing information, tools, best practices, and processes. We’re looking for a new Project Administrator / Document Control Specialist in our Operations Group to help drive the objectives and challenges our clients trusted us to solve for them.

Requirements

Proven experience in document control or an administrative role, preferably within an engineering or construction project environment
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Experience with EDMS and/or PMIS platforms (e.g., SharePoint, ProjectSight, e-Builder, ProjectWise, Procore, InEight, Bluebeam)
Excellent organizational and time management skills; meticulous attention to detail and accuracy
Strong written and verbal communication abilities
Comfort working with executive, client, and technical team members
Knowledge of document control standards and best practices
Ability to work independently and collaboratively as part of a multidisciplinary team
Demonstrated ability to take initiative, work as a self-starter, and manage priorities with minimal supervision
Strong problem-solving skills, including the ability to identify issues, evaluate options, and implement effective solutions within established procedures
Proven ability to coordinate with multiple stakeholders, follow up effectively, and maintain momentum on time-sensitive deliverables
Demonstrated sense of ownership, accountability, and responsiveness in supporting project teams and operational needs
Ability to anticipate needs, adapt to shifting priorities, and remain effective in a fast-paced project environment

Responsibilities

Develop, maintain, and enforce standardized document control procedures for naming, versioning, storage, and retrieval in accordance with project and ISO 9001 and 19650 standards
Use Electronic Document Management Systems (EDMS) and Project Management Information Systems (PMIS) such as SharePoint, ProjectSight, e-Builder, ProjectWise, or similar platforms for document organization and sharing
Process, log, and distribute incoming and outgoing project documents—including correspondence, drawings, specifications, and reports
Maintain accurate document control logs and registers, tracking revisions, transmittals, and distributing updated information to the project team
Perform quality checks on documents to ensure accuracy, completeness, and compliance with formatting guidelines
Support the organization and archiving of documentation during project closeout per established procedures
Proactively identify document control gaps, inconsistencies, or workflow bottlenecks and take initiative to resolve routine issues independently or escalate as appropriate
Monitor document workflows and follow up with internal and external stakeholders to ensure timely review, approval, distribution, and closeout of project documentation
Exercise independent judgment in prioritizing document control activities and maintaining continuity of project operation
Schedule and coordinate meetings and appointments; prepare agendas, take minutes, and distribute action items
Draft, format, and distribute correspondence, reports, memos, and presentations
Manage payroll-related paperwork, personnel lists, and support onboarding by facilitating access to systems and resources for new employees
Handle electronic and physical document archiving and retrieval according to retention policies
Assist with research, data analytics reporting, and project controls administrative functions (e.g., report generation, contract review, action item tracking)
Offer basic training on web-based tools and project management platforms to all project staff tiers
Participate in formatting and quality reviews of project deliverables
Contribute to special project assignments, such as drafting internal guidance or management guidelines
Take ownership of assigned tasks and deliverables, independently track deadlines, follow up on open items, and ensure timely completion
Coordinate across project managers, technical staff, clients, and other stakeholders to gather information, align expectations, and support timely decision-making
Anticipate administrative and project support needs, identify opportunities to improve efficiency, and recommend practical process improvements
Use sound judgment to troubleshoot routine administrative and project issues independently, escalating more complex matters when needed