Project Document Coordinator

4 weeks ago

Fort Worth, Texas, United States Olsson Full time

About Olsson

Olsson is a nationally recognized, employee-owned firm specializing in planning and design, engineering, field services, environmental, and technology. Our mission is to improve communities by making them more sustainable, better connected, and more efficient.

Job Summary

The Project Document Specialist plays a critical role in supporting the successful completion of project documentation activities for assigned projects. This position works closely with project managers to ensure the timely and accurate exchange of project-related drawings and documentation.

Key Responsibilities

  • Assist project managers in initiating project records and documentation requirements.
  • Support various teams in coordinating and organizing project documentation for efficient use.
  • Follow established policies, standards, procedures, and guidelines to meet document control compliance requirements.
  • Update libraries of project documents, including as-builts, change orders, submittals, install drawings, and manuals.
  • Intake, process, track, and save Requests for Information (RFI), shop drawings, pay applications, work change directives, change orders, and assemble electronic documents for clients, vendors, and internal teams.
  • Coordinate document registration, distribution, and reviews, and expedite tasks to meet target completion dates.
  • Assist project managers in coordinating the signing/sealing of documents.
  • Assist with various project activities by tracking project schedules and expediting workflows.
  • Audit incoming and outgoing documents for accuracy and completeness.
  • Process document collections and archival.
  • Review close-out and turnover documentation and route it to internal work teams for auditing and review.
  • May attend pre-construction meetings, project progress meetings, and closeout meetings.
  • Understand the firm's quality management program and assist project managers in monitoring adherence of quality assurance/quality control (QA/QC) processes and procedures related to documentation.
  • Use judgment and initiative to provide solutions for day-to-day project-documentation needs, under the close guidance of project managers, following established procedures, best practices, and firmwide standards.

Requirements

  • Strong communication skills.
  • Ability to contribute and work well on a team.
  • Associate degree in engineering, business, or a related area or equivalent experience required.
  • Minimum three years' experience in a related position.
  • Proficiency in Microsoft Office Suite products, Smartsheet, and scheduling software programs such as Microsoft Project.
  • Experience in electronic file and project management database use.
  • Understanding of engineering and design terms, contract requirements, project financials, and operations.
  • Provides superior logistical support, possesses strong organizational skills, and pays attention to details.
  • Develops and fosters effective professional relationships internally and externally.
  • Has solid verbal and written communication skills.
  • Exhibits good interpersonal, problem-solving, and decision-making skills.

About Our Benefits

As an Olsson employee, you'll receive our traditional benefits package, plus you'll become an owner in the company after your first year through our Employee Stock Ownership Plan (ESOP), engage in work that has a positive impact in communities, receive an excellent 401(k) match, participate in a wellness program promoting balanced lifestyles, benefit from a bonus system that rewards performance, and have the possibility for flexible work arrangements.

Equal Employment Opportunity

Olsson is an EEO employer. We encourage qualified minority, female, veteran, and disabled candidates to apply and be considered for open positions. We do not discriminate against any applicant for employment, or any employee because of race, color, religion, national origin, age, sex, sexual orientation, gender identity, gender, disability, age, or military status.

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