Position Summary
The Document Control & Office Coordinator provides document control, project administrative, and general office support within a construction consulting environment. This entry-level position maintains organized and accurate project documentation while supporting document tracking and distribution, project files and records, correspondence, and day-to-day office operations. This position requires strong organizational and communication skills, attention to detail, and the ability to balance document control responsibilities with project and general office administrative needs.
Note: This opportunity is available at multiple levels. Final placement will be determined based on the selected candidate’s experience, skills, and alignment with business needs. We are committed to providing fair and equitable consideration for all applicants.
Organizational Responsibilities
- Maintains, organizes, tracks, and distributes project documentation in accordance with established document control procedures.
- Maintains project files, folders, logs, registers, and other records to support accurate and efficient document retrieval.
- Tracks project correspondence and documentation, including submittals, requests for information (RFIs), Change Orders, meeting documentation, reports, drawings, specifications, and other project records, as applicable.
- Monitors outstanding RFIs and Change Orders and follows up with appropriate project team members and stakeholders to support timely responses, updates, and closeout.
- Assists with document revisions and version control to ensure current documentation is maintained and accessible to appropriate project team members.
- Performs quality checks to confirm documents are complete, accurately named, properly filed, and maintained in accordance with established procedures.
- Supports the preparation, formatting, compilation, and distribution of project reports, correspondence, meeting materials, presentations, and other documentation.
- Coordinates office supply ordering and restocking and works with office service providers for copier, shredding, and medical/first aid supply services.
- Coordinates maintenance and service needs for project vehicles.
- Coordinates with building management regarding parking, access cards, and other building-related matters, and distributes applicable building management notifications.
- Other duties as assigned.
Qualifications
- 0+ years of experience in document control, project coordination, project administration, office administration, or a related field.
- Bachelor’s degree in Business Administration, Construction Management, Civil Engineering, or a related field preferred; relevant experience in lieu of education may be considered.
- Proficiency with Microsoft Office and Teams; experience with SharePoint and NetSuite preferred.
- Familiarity with document control practices and construction/project documentation preferred.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities and maintain accurate records.
- Strong written and verbal communication skills with the ability to work effectively with internal and external stakeholders.
- Ability to work independently and collaboratively in a project and office environment.
Additional Requirements
Physical: Standing or sitting for long periods; must be able to lift up to 15 pounds at times and spend extended hours in front of a computer screen.
Cognitive: Problem-solving, written, and verbal communication skills; computer and software skills; and ability to read and interpret text online or in printed form.
About PMA
At PMA, employee well-being is a daily priority. We offer a combination of workplace options that include a PMA office location; work-from-home; or a client site. Wherever we work, we openly share knowledge as we believe that collaboration with peers improves our work product and that pursuing subject matter expertise is a lifelong endeavor.
We are committed to a culture of equity, diversity, and inclusion. We affirm and respect diverse backgrounds and opinions because we believe they yield the best solutions for our clients. We promote emotional intelligence and trust by nurturing these values within our new hires.
We encourage staff to develop rewarding, long-term careers at PMA, and we implement formal leadership development programs that help you attain your goals. At PMA, shared success is a core value. Every employee who contributes is recognized, celebrated, and rewarded. We look for self-driven candidates eager to assume responsibility and join a community of respect founded on collaboration and accountability, not titles. If you aim to transform the project management practice toward continuous improvement of project outcomes, the profession, and yourself, PMA looks forward to warmly welcoming you to our team.
We offer competitive pay and benefits, wellness programs for you and your family, and career development opportunities to advance your professional goals.
As a PMA professional, you will be empowered to make timely and effective decisions and significant daily contributions to complex facets of project delivery. Join a team that has achieved a world-class reputation in the construction industry and has been voted a “Best Place to Work.”
PMA offers competitive wages and comprehensive benefits, including medical, prescription, dental, vision, time off with pay, 401(k) with company match, life, disability, and professional development reimbursement for qualifying employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), disability, national origin, or any other characteristic protected by applicable laws, regulations, and ordinances. Qualified female and minority applicants are encouraged to apply.
EOE, including persons with disabilities and veterans.
VEVRAA federal contractor.
