Sr Project Support Specialist

Zachry Group•Charlotte, NC

About The Position

Zachry Engineering Corporation (ZEC) is seeking a motivated, detail-oriented Senior Project Support Specialist for its Charlotte, NC office. The role supports project document control throughout the engineering, procurement, and construction (EPC) lifecycle. The successful candidate will independently oversee documentation, maintain the project Electronic Document Management System (EDMS), ensure compliance with project procedures and client requirements, and coordinate document-control activities across project teams and external stakeholders. The position includes maintaining document registers and distribution matrices; managing registration, revisions, transmittals, distribution, and records retention; performing quality checks; monitoring deadlines and service levels; and producing reports and performance metrics. The specialist serves as a subject-matter expert, supports and trains junior document controllers and project personnel, improves document-control processes and procedures, and assists with EDMS implementation and configuration. The role also supports engineering document formatting and complex PDF processing while maintaining confidentiality, information security, and accurate project records. Additional document control, information management, and project support duties may be assigned.

Requirements

High school diploma or equivalent required.
At least 7 years of experience in document control, information management, project administration, or a related discipline.
Experience independently managing document-control activities for complex projects involving multiple disciplines, contractors, vendors, and stakeholders.
Advanced knowledge of document-control principles, including numbering, revision control, metadata, transmittals, registers, distribution, and records retention.
Proficiency administering and maintaining EDMS platforms and enforcing project-specific document-control standards.
Experience monitoring document deliverables, identifying discrepancies and overdue items, resolving processing issues, and complying with project service-level agreements.
Strong analytical and problem-solving skills, including the ability to interpret requirements, investigate discrepancies, and implement corrective actions.
Ability to develop reports, analyze document-control metrics, and communicate actionable information to project teams and management.
Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.
Excellent written and verbal communication skills and ability to coordinate across multidisciplinary teams and external organizations.
Strong organization and time-management skills; ability to manage competing priorities, work independently, and meet critical deadlines.
Initiative, accountability, attention to detail, and commitment to quality, accuracy, and continuous improvement.
Ability to maintain confidentiality and comply with information-security policies and project-specific requirements.

Nice To Haves

Associate or bachelor's degree in business administration, information management, or a related field.
Experience supporting large-scale EPC, capital, engineering, construction, manufacturing, energy, or industrial projects.
Hands-on experience with Aconex, SharePoint, Procore, or comparable EDMS platforms.
Familiarity with engineering and construction documents, including drawings, specifications, calculations, RFIs, submittals, vendor documentation, technical queries, transmittals, and project correspondence.
Experience establishing or maintaining document-control procedures, workflows, metadata standards, numbering conventions, and Document Distribution Matrices.
Experience with document-control reporting, dashboards, performance metrics, deliverable tracking, and overdue-document management.
Proficiency with Adobe Acrobat Pro, Bluebeam Revu, or similar PDF tools, including stamping, formatting, quality checks, and batch processing.
Experience training, mentoring, or providing technical guidance to document controllers and project personnel.
Experience implementing process improvements, workflow standardization, and document-control efficiency initiatives.
Familiarity with project records management, information governance, document retention, and controlled information-security requirements.

Responsibilities

Independently manage project documentation throughout the EPC lifecycle in accordance with project procedures, client requirements, and company standards.
Administer and maintain the project EDMS, including document integrity, metadata, access controls, and document-control standards.
Review incoming and outgoing documentation for accuracy, required metadata, revision and status information, and procedural compliance.
Monitor document processing against service-level agreements, processing timelines, quality standards, and deliverable deadlines.
Oversee document registration, revision control, distribution, transmittals, and record retention.
Establish and maintain project document registers, Document Distribution Matrices (DDMs), vendor document registers, and other tracking tools.
Coordinate with engineering, procurement, construction, project management, vendors, subcontractors, and client representatives to resolve document-control issues.
Track document deliverables against project schedules and contractual requirements, identifying overdue items, bottlenecks, missing documentation, and execution risks.
Generate and analyze document-control reports, dashboards, and metrics, and communicate document status, performance, and risks to project teams and management.
Provide subject-matter expertise on document-control processes, EDMS functionality, revision management, metadata, numbering conventions, and project requirements.
Guide, train, and provide technical support to junior document controllers and project personnel.
Identify and implement opportunities to improve workflows, standardize processes, reduce rework, and increase efficiency and accuracy.
Develop, maintain, and improve document-control procedures, work instructions, templates, and process documentation.
Support EDMS implementation, configuration, and ongoing improvement, including access, metadata structures, registers, reporting, and workflows.
Coordinate document-control requirements with project teams and external stakeholders, including numbering, submissions, review cycles, distribution, and deliverable tracking.
Maintain standardized engineering templates and support document formatting in accordance with project, client, and company requirements.
Manage complex PDF preparation, quality checks, formatting, and other document-processing activities using approved tools and procedures.
Ensure project documentation complies with company policies, information security requirements, confidentiality standards, records-management practices, and project procedures.
Take ownership of assigned responsibilities, prioritize competing demands, exercise sound judgment, and escalate issues when appropriate.
Collaborate with the Project Support Manager and project leadership on document-control planning, workload management, resource coordination, reporting, and continuous improvement.
Perform other assigned document-control, information-management, and project-support duties.