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Project Records Specialist

2 months ago

Fort Worth, Texas, United States Olsson Full time

Company Overview

At Olsson, we are a collaborative, purpose-driven engineering and design firm dedicated to enhancing communities through our innovative solutions. Our greatest asset is our people, and we strive to create an environment that fosters continuous learning, growth, and success. Our entrepreneurial spirit has been the cornerstone of our progress, leading to inspired individuals, exceptional designs, and impactful projects.

Role Overview

The Project Documentation Coordinator plays a vital role in assisting project managers to ensure the effective management of project documentation for assigned initiatives. This specialist is responsible for facilitating the ongoing exchange of project-related documents and coordinating communication among internal teams and external partners.

Key Responsibilities:

Aids the project manager in establishing project documentation requirements and communicates guidelines to relevant stakeholders. Collaborates with various teams to organize and streamline project documentation for optimal efficiency. Adheres to established policies, standards, and procedures to ensure compliance with document control requirements. Maintains libraries of project documents, including as-builts, change orders, submittals, installation drawings, and manuals. Processes, tracks, and archives Requests for Information (RFI), shop drawings, pay applications, work change directives, and assembles electronic documents for clients and vendors. Manages document registration, distribution, and reviews, ensuring timely completion of tasks. Assists the project manager in coordinating the signing and sealing of essential documents. Supports various project activities by monitoring project schedules and facilitating workflows. Reviews incoming and outgoing documents for accuracy and completeness. Handles document collections and archival processes. Evaluates close-out and turnover documentation, routing it to internal teams for auditing and review. May participate in pre-construction meetings, project progress meetings, and closeout discussions. Understands the firm's quality management program and aids the project manager in ensuring adherence to quality assurance and quality control (QA/QC) processes related to documentation. Utilizes judgment and initiative to provide solutions for daily project documentation needs, under the guidance of project managers, while following established procedures and best practices.

Qualifications

You are enthusiastic about:

Collaborating effectively with others Taking ownership of your work Utilizing your skills to make a positive impact on communities

You bring to the team:

Excellent Communication Skills Ability to work collaboratively within a team An associate degree in engineering, business, or a related field, or equivalent experience. A minimum of three years of experience in a similar role. Proficiency in Microsoft Office Suite, Smartsheet, and scheduling software such as Microsoft Project. Experience with electronic file management and project databases. Familiarity with engineering and design terminology, contract requirements, project financials, and operational processes. Strong logistical support skills, exceptional organizational abilities, and attention to detail. Ability to develop and maintain effective professional relationships. Strong verbal and written communication skills. Good interpersonal, problem-solving, and decision-making abilities.

Additional Information

Olsson is a nationally recognized, employee-owned firm specializing in planning and design, engineering, field services, environmental solutions, and technology. Founded in 1956, we are committed to improving communities by making them more sustainable, connected, and efficient. Our mission is to leave the world better than we found it.

As part of the Olsson team, you will enjoy a comprehensive benefits package, including health care, vision, dental, and paid time off, along with:

Ownership in the company after your first year through our Employee Stock Ownership Plan (ESOP) Opportunities to engage in work that positively impacts communities A competitive 401(k) match Participation in a wellness program that promotes balanced lifestyles A performance-based bonus system Potential for flexible work arrangements

Olsson is an equal opportunity employer. We encourage qualified candidates from diverse backgrounds to apply and be considered for open positions. We do not discriminate against any applicant for employment or any employee based on race, color, religion, national origin, age, sex, sexual orientation, gender identity, disability, or military status.

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