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, North Carolina office. The role requires a strong understanding of project document control responsibilities, software systems, and corporate operating procedures, along with the ability to work in a fast-paced, multitasking environment. The position supports the receipt, registration, distribution, tracking, and maintenance of project documents throughout the project lifecycle. The successful candidate independently oversees document control for engineering, procurement, and construction projects; administers the Electronic Document Management System (EDMS); ensures document quality, traceability, confidentiality, and compliance; and coordinates document requirements with project teams and external stakeholders. The role also provides subject-matter guidance, supports junior staff, improves workflows and procedures, and collaborates with project leadership on planning, workload management, reporting, and continuous improvement.

Requirements

High school diploma or equivalent.
At least 7 years of experience in document control, information management, project administration, or a related discipline; EPC, engineering, construction, manufacturing, or industrial experience is preferred.
Demonstrated experience independently managing document control 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.
Demonstrated proficiency administering and maintaining EDMS platforms and enforcing project-specific document control standards.
Experience monitoring deliverables, identifying discrepancies and overdue items, resolving processing issues, and maintaining service-level agreement compliance.
Strong analytical and problem-solving skills, including interpreting requirements, investigating discrepancies, and implementing corrective actions.
Ability to develop reports, analyze document control metrics, and communicate actionable information to project teams and management.
Advanced proficiency with 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 organizational and time-management skills, including the 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 company 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 EDMS platforms such as Aconex, SharePoint, Procore, or comparable systems.
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 PDF tools such as Adobe Acrobat Pro, Bluebeam Revu, or similar applications, including document stamping, formatting, quality checks, and batch processing.
Experience training, mentoring, or providing technical guidance to document controllers and project personnel.
Experience identifying and 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 engineering, procurement, and construction lifecycle in accordance with project procedures, client requirements, and company standards.
Administer and maintain the project Electronic Document Management System (EDMS), including document integrity, metadata, access controls, and document control standards.
Conduct quality assurance reviews of incoming and outgoing documents, checking numbering, titles, revisions, statuses, metadata, and procedural compliance.
Monitor document processing against service-level agreements, 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, vendor document registers, and tracking tools.
Coordinate with internal project groups and external stakeholders to resolve document discrepancies, submission issues, metadata conflicts, and other document control challenges.
Monitor deliverables against schedules and contractual requirements, identify overdue submissions and processing bottlenecks, and flag missing documentation and potential project impacts.
Generate and analyze document control reports, dashboards, and performance metrics, communicating status, outstanding deliverables, processing performance, and risks.
Serve as a subject-matter expert in document control processes, EDMS functionality, revision management, metadata, numbering conventions, and project documentation requirements.
Provide guidance, training, and technical support to junior document controllers and project personnel.
Identify and implement opportunities to improve workflows, standardize processes, reduce rework, and improve efficiency and accuracy.
Develop, maintain, and improve document control procedures, work instructions, templates, and process documentation.
Support EDMS implementation, configuration, and continuous improvement, including access, metadata structures, registers, reporting, and workflows.
Coordinate document control requirements with project teams and external stakeholders, including numbering structures, submission protocols, review cycles, distribution, and deliverable tracking.
Support engineering teams with document formatting and template management, maintaining standardized formatting elements in accordance with project, client, and company requirements.
Manage PDF document preparation, quality checks, formatting, and other processing using approved tools and procedures.
Ensure documentation complies with company policies, information security requirements, confidentiality standards, records management practices, and project-specific 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 document control, information management, and project support duties as assigned.