Project Documentation Specialist

6 days ago

Reston, Virginia, United States Energy Project Solutions Full time

About Energy Project Solutions

Energy Project Solutions (EPS) is a leading energy consulting company dedicated to delivering exceptional project management services to our clients. Our mission is to provide localized expertise and insight to create realistic project timelines, maximize efficiencies, and increase asset valuation.


With over 50 years of collective experience in energy development, our team is highly skilled in managing large, complex transactions from inception to construction. We have built strong relationships and strategic alliances across the U.S. market with energy developers, owners/operators, financial institutions, and property owners.


Learn more about EPS at our website: https://www.energyprojectsolutions.com/


Job Summary

The Project Services Coordinator position is primarily responsible for maintaining accurate project documentation and providing administrative support to the project management team. This role involves organizing project documents, coordinating project activities, and offering administrative assistance.


Key Responsibilities

Document Control

  • Maintain and organize project documents, including drawings, specifications, RFIs, submittals, equipment delivery logs, change orders, contracts, and correspondence.
  • Establish and manage document control systems, ensuring the accuracy and integrity of project documentation.
  • Implement document numbering, filing, and retrieval procedures.
  • Track document changes, revisions, and approvals.
  • Ensure compliance with document retention and archiving policies.

Project Coordination

  • Assist project managers in coordinating project activities, schedules, and resources.
  • Monitor project timelines and deadlines, alerting the team to potential delays.
  • Maintain and update project management software and databases.
  • Maintain tax abatement documents as needed.

Administrative Support

  • Provide administrative assistance to project/construction managers, including scheduling meetings, preparing meeting agendas, and managing correspondence.
  • Prepare and distribute project-related reports and presentations.
  • Manage project-related expenses and budgets.
  • Assist with procurement activities, such as preparing orders and tracking deliveries.
  • Coordinate travel arrangements and accommodations for project team members.

Communication

  • Facilitate communication within project teams and with external stakeholders.
  • Maintain project contact lists and distribute project updates as needed.
  • Ensure effective communication and collaboration among team members.

Quality Assurance

  • Review project documents for accuracy and completeness.
  • Conduct regular audits of project documentation to identify discrepancies or errors.
  • Implement quality control measures to ensure document accuracy.


Requirements

  • Bachelor's degree in business administration, project management, or a related field (preferred).
  • Minimum of 2 years of experience in document control, project coordination, or administrative support.
  • Proficiency in document management software and tools.
  • Excellent organizational and time management skills.
  • Strong attention to detail and accuracy.
  • Effective communication and interpersonal skills.
  • Ability to work independently and as part of a team.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with project management software is a plus.
  • Ability to adapt to changing priorities and meet deadlines.


Travel Requirements

This position requires applicants to be open to travel in different parts of the United States as the scope of work for this position occurs onsite at various project locations.

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