Snr. Project Support Specialist

Zachry Group•Corpus Christi, TX

About The Position

Zachry Engineering Corporation is seeking a detail-oriented Senior Document Control Coordinator with Aconex experience to support document management on challenging projects for established clients. The role leads the project’s document management effort during execution, developing, maintaining, and enforcing document management procedures and processes so internal and external project documents are delivered efficiently and in accordance with company policies. The position reports to the Project Manager or Project Engineering Manager on a large capital project or portfolio of projects. The coordinator oversees document control and vendor data activities, helps ensure deliverables meet expected quality standards, and prepares management and project status reports. The role receives, logs, organizes, maintains, and distributes project documents, creates transmittals, posts materials to Aconex and SharePoint, and works with project teams and clients to track document status. It also includes maintaining documentation logs and project records, developing or maintaining items such as meeting minutes, drawings, specifications, and approvals, performing word processing, spreadsheet, and database tasks, and distributing documents and other materials. The position requires communication with management, clients, project team members, contractors, and employees; participation in project meetings and presentations as requested; and adherence to company policies and procedures. Work may take place in an office, a construction-site trailer, or a site building, with possible construction-site and industrial-facility visits.

Requirements

Aconex experience, including experience setting up and using it for document management.
At least 4 years of project support or document control management experience in the Oil & Gas Engineering industry.
High school diploma or equivalent, with previous experience in other functional areas.
Excellent proficiency in Microsoft Word, Excel, and PowerPoint.
Ability to prioritize, manage time, troubleshoot, and work in a fast-paced, deadline-driven environment.
Problem-solving skills and ability to resolve complex situations with appropriate management.
Strong organization, attention to detail, and ability to multitask.
Experience following and updating document management processes and procedures.
Ability to oversee contractors and employees using client information management systems.
Excellent oral and written communication skills.
Dependability, including meeting deadlines, working independently, accountability, maintaining focus, punctuality, and good attendance.
Professional attitude and ability to work independently or as a team member.
Ability to communicate in person, by telephone, email, video chat, and software systems.
Ability to use personal protective equipment when visiting construction sites or industrial facilities.

Nice To Haves

Experience with SharePoint.
Associate degree or higher.

Responsibilities

Lead project document management efforts during project execution.
Develop, maintain, and enforce project document management procedures and processes.
Oversee project document control activities and ensure deliverables meet expected quality standards.
Provide oversight of vendor data activities and ensure vendor data deliverables meet expected quality standards.
Prepare management and project status reports.
Receive deliverables, log them in the document control system, and create and distribute transmittals to clients, vendors, and project personnel.
Scan, image, organize, and maintain documents and filing systems in accordance with company procedures.
Maintain necessary documentation logs throughout the project.
Post documents and drawings to Aconex, SharePoint, and other relevant systems.
Work with project teams and clients on the status of project documents.
Develop or maintain meeting minutes, drawings, specifications, approvals, and related documents.
Perform basic to intermediate word processing, spreadsheet, and database assignments.
Mail or distribute documents, parcels, and other materials.
Communicate with management, clients, project team members, contractors, and employees to achieve project objectives.
Attend project meetings and make presentations as required by project management.
Ensure work is performed within Zachry Engineering Corporation policies and procedures.