Document Controls Project Administrator

4 days ago

Atlanta, United States Nexus Circular Full time
Job DescriptionJob DescriptionNexus Circular is the commercial leader in advanced recycling technology that converts landfill-bound plastics into circular feedstocks for the production of sustainable virgin plastics for packaging and other applications. Nexus Circular’s end-to-end solution is economically validated as demonstrated by consistent bulk sales of high quality, ISCC Plus circular feedstocks for virgin plastic production. Aligned with global partners who seek proven scalable solutions to meet ambitious plastic circularity goals, Nexus Circular is rapidly expanding its innovation footprint worldwide, moving decisively to address the complex challenges of plastics accumulation in the environment.

Nexus has built an outstanding culture. We are looking for people to contribute to a fast-paced, environmentally committed business that is focused on growth and sustainability. We are very collaborative, transparent, data driven, value diverse perspectives and are looking for constructive initiatives and new ideas. We are looking for self-starters and independent thinkers who work collaboratively in teams. Given the growth stage of Nexus, we are also looking for people who are comfortable moving between strategic thinking and executing those ideas to take Nexus to the next level.

Role Overview
We are seeking an experienced Document Controls Project Administrator to manage documents for our construction projects, distribute project materials, manuals designs, RFI’s, submittals, shop drawings etc., act as point of contact for the project team and facilitate communication, assist the Project Management team with administrative duties and processes, record and document meeting notes, tracking meeting deliverables pertinent to design, design revisions, shop drawings, construction and material/equipment suppliers, coordinate stakeholder meetings while tracking progress via the baseline project/design schedule. The Document Controls Project Administrator is responsible for the documents and processes around engineering, construction, commissioning, and project closeout(s). They ensure that the architecture of a company is set up so that everything will be documented correctly. A few of the main duties of a document controller are updating crucial procedures, ensuring all documents are accessible, communicating with auditors, and organizing documents.

This role reports to the Director of Projects.

Key Responsibilities:
  • Assist with developing a system to manage controlled documents
  • Copy, scan, and upload documents according to company procedure
  • Collect and register all technical documents such as shop drawings, blueprints, manuals, close-out documents, meeting notes, etc., in the company’s system
  • Review and update documents for maintenance and quality control
  • Keep other personnel updated on how to obtain access
  • Communicate status and issues to be resolved to the Project Manager or other team members, as needed to adhere to the construction schedule
  • Handle records across various departments i.e., engineering, construction, compliance, procurement, and safety
  • Create templates for use by personnel in various departments
  • Scheduled outage documents & advance notice for security, safety, and other plans
  • Maintain confidentiality regarding sensitive documents
  • Establish and maintain record retention timelines
  • Check for accuracy and edit files, like contracts
  • Review and update technical documents (e.g., manuals and workflows)
  • Distribute project-related copies to internal teams
  • Create templates for future use
  • Retrieve files as requested by employees and clients
  • Manage the flow of documentation within the organization (internal and external)
  • Provide status of work, progress, accomplishments, and suggested improvements in processes to the internal team
  • Manage and update subcontractor documents for coordination and provide policy guidance and clear communications for professional protocol to subcontractors, vendors, and other company visitors
  • Maintain confidentiality around sensitive information and terms of agreement
  • Prepare ad-hoc reports on projects as needed
  • Ensure project file integrity (confirm that all project docs have been collected i.e., bonds, insurance, subcontract signed and fully executed as applicable)
  • Organizing and developing required documentation from proposals, through contract award, pre-construction submittals, coordination of subcontractors, scheduling, monitoring work progress, invoicing, and contract closeout
  • Assist in the development and revisions of various reports to track work performed, labor details, and other required information for tracking expenses, resources, and work status. Provide digital and hard copies
Minimum Requirements:
  • Bachelor’s Degree with an emphasis in MEP technical project management, general contracting, electrical contracting project management or mechanical/industrial engineering experience., technical writing, business administration or a similar field
  • Proven work experience as a Document Control Project Administrator or similar role
Desired Skills:
  • Familiarity with project management
  • Clear understanding of Revenue, Gross Margin and Operating Income, and the ability to creatively resolve technical conflicts
  • Hands-on experience with MS Office and MS Excel
  • Knowledge of Electronic Document Management Systems (EDMS)
  • Proficient typing and editing skills
  • Attention to detail, exceptional data organization skills
Don’t meet all the listed requirements? At Nexus Circular, we are dedicated to building a diverse, inclusive, and authentic workplace. If you are excited about this role but your previous experience doesn’t align completely with the job, we encourage you to apply anyway. You may just be the right candidate for this or other roles

Benefits:
  • Eligible to contribute to Company’s Traditional 401(k) and Roth 401(k) upon hire with Company Contribution
  • Medical, Dental and Vision coverage at 100% for employee only levels.
  • Multiple comprehensive coverage levels for Medical, Dental, & Vision
  • Group Health & Wellness Program, plus special savings on retail items, travel, entertainment, and more through Insperity Works
  • Flexible Spending Accounts and Health Savings Accounts
  • Basic and AD&D Life Insurance
  • Voluntary benefits, including short-term and long-term disability insurance, accident, critical illness, and hospital confinement insurance.
Note: The above statements are intended to describe the general nature and level of work being performed by the incumbent. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for this position.

Nexus Circular Is an Equal Opportunity Employer. Nexus Circular recruits, employs, trains, compensates, and promotes regardless of that individual’s age, race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application, interview process, pre-employment activity, and the performance of crucial job functions. Please contact recruiting@nexuscircular.com to request accommodation.

Statement to Third-Party Agencies: Nexus Circular only accepts resumes from agencies with which we formally engage their services. Please do not forward any resumes, as Nexus Circular is not responsible for any fees or charges associated with unsolicited resumes.

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