The posting
Job Description
Zachry Engineering Corporation (ZEC) is currently looking for a motivated and detail-oriented Senior Project Support Specialist for the Charlotte, NC office. The successful incumbent has a good understanding of project document control responsibilities, required software systems and corporate operating procedures necessary to function in a fast-paced multitasking environment.
The Document Controller will support the receipt, registration, distribution, tracking, and maintenance of project documents throughout the project lifecycle. The ideal candidate is organized, dependable, comfortable working with technology, and able to manage multiple priorities in a fast-paced project environment.
Responsibilities
- Independently manage and oversee project documentation throughout the engineering, procurement, and construction (EPC) lifecycle, ensuring compliance with project procedures, client requirements, and company standards.
- Administer and maintain the project Electronic Document Management System (EDMS), ensuring document integrity, accurate metadata, appropriate access controls, and consistent application of document control standards.
- Perform detailed quality assurance reviews of incoming and outgoing documentation to verify document numbers, titles, revisions, statuses, required metadata, and compliance with established procedures.
- Monitor and manage document processing activities to ensure adherence to project service level agreements, processing timelines, quality standards, and critical deliverable deadlines.
- Oversee document registration, revision control, distribution, transmittals, and record retention to ensure traceability and accurate documentation throughout the project lifecycle.
- Establish, maintain, and monitor project document registers, Document Distribution Matrices (DDMs), vendor document registers, and other document control tracking tools.
- Coordinate directly with engineering, procurement, construction, project management, vendors, subcontractors, and client representatives to resolve document discrepancies, submission issues, metadata conflicts, and other document control challenges.
- Monitor document deliverables against project schedules and contractual requirements, proactively identifying overdue submissions, processing bottlenecks, missing documentation, and potential impacts to project execution.
- Generate and analyze document control reports, dashboards, and performance metrics to communicate document status, outstanding deliverables, processing performance, and emerging risks to project teams and management.
- Serve as a subject-matter expert for document control processes, EDMS functionality, revision management, metadata standards, document numbering conventions, and project documentation requirements.
- Provide guidance, training, and technical support to junior document controllers and project personnel to promote consistent application of document control procedures and best practices.
- Identify opportunities to improve document control workflows, standardize processes, reduce rework, and increase efficiency, accuracy, and overall service delivery.
- Develop, maintain, and improve document control procedures, work instructions, templates, and process documentation to support project execution and compliance.
- Support the implementation, configuration, and continuous improvement of EDMS platforms, including user access, metadata structures, document registers, reporting, and workflow requirements.
- Coordinate with project teams and external stakeholders to establish and maintain document control requirements, including document numbering structures, submission protocols, review cycles, distribution requirements, and deliverable tracking.
- Support engineering teams with document formatting and template management by maintaining standardized templates, styles, headers, footers, tables, and other formatting elements in accordance with project, client, and company requirements.
- Manage complex PDF document activities, including document preparation, quality checks, formatting, and other document processing requirements using approved tools and procedures.
- Ensure project documentation is managed in accordance with company policies, information security requirements, confidentiality standards, records management practices, and project-specific procedures.
- Maintain a high level of accountability and ownership for assigned responsibilities, exercising sound judgment in prioritizing competing demands and escalating issues when appropriate.
- Collaborate with the Project Support Manager and other project leadership to support document control planning, workload management, resource coordination, project reporting, and continuous improvement initiatives.
- Perform other document control, information management, and project support duties as assigned.
Qualifications
- High school diploma or equivalent required; associate or bachelor's degree in business administration, information management, or a related field preferred.
- Minimum of 7 years of experience in document control, information management, project administration, or a related discipline, preferably within an EPC, engineering, construction, manufacturing, or industrial environment.
- Demonstrated experience independently managing document control activities for complex projects with multiple disciplines, contractors, vendors, and other stakeholders.
- Advanced knowledge of document control principles, including document numbering, revision control, metadata management, transmittals, document registers, distribution requirements, and records retention.
- Demonstrated proficiency in administering and maintaining Electronic Document Management Systems (EDMS) and enforcing project-specific document control standards.
- Experience monitoring document deliverables, identifying discrepancies and overdue items, resolving processing issues, and maintaining compliance with project service level agreements.
- Strong analytical and problem-solving skills, with the ability to interpret document control requirements, investigate discrepancies, and implement effective corrective actions.
- Demonstrated 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, with the ability to coordinate effectively across multidisciplinary teams and external organizations.
- Strong organizational and time-management skills, with the ability to manage competing priorities, work independently, and meet critical project deadlines.
- Demonstrated 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. Preferred Qualifications
- Experience supporting large-scale EPC, capital projects, engineering, construction, manufacturing, energy, or industrial projects.
- Hands-on experience with EDMS platforms such as Aconex, SharePoint, Procore, or comparable document management systems.
- Familiarity with engineering and construction documentation, including drawings, specifications, calculations, RFIs, submittals, vendor documentation, technical queries, transmittals, and project correspondence.
- Experience establishing or maintaining project document control procedures, workflows, metadata standards, document numbering conventions, and Document Distribution Matrices.
- Experience with document control reporting, dashboards, performance metrics, deliverable tracking, and overdue document management.
- Proficiency with PDF management 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.
