Project Document Senior Specialist - Olsson

We are Olsson, a team-based, purpose-driven engineering and design firm. Our solutions improve communities and our people make it possible.

Our most meaningful asset is our people, and we are dedicated to providing an environment where they can continue to learn, grow, and thrive. Our entrepreneurial spirit is what has allowed us — and will continue to allow us — to grow. The result? Inspired people, amazing designs, and projects with purpose.

The Project Document Senior Specialist works closely with project managers to ensure the successful completion of project documentation activities for assigned projects in a specialized or focused capacity. The project document senior specialist manages the ongoing exchange of project-related drawings and documentation and ensures effective communication and coordination with internal and external stakeholders.

Primary Duties and Responsibilities:

• Supports the project manager by initiating project records and documentation requirements and communicates guidelines to internal and external stakeholders.
• Collaborates with various teams to coordinate and organize project documentation for efficient use.
• Follows and enforces the established policies, standards, procedures, and guidelines to meet document control compliance requirements.
• Manages document control systems and permissions.
• Maintains libraries of project documents such as as-builts, change orders, submittals, install drawings, and manuals.
• Intakes, processes, tracks, and saves Requests for Information (RFI), shop drawings, pay applications, work change directives, change orders, and assembles electronic documents for clients, vendors, and internal teams.
• Coordinates document registration, distribution, and reviews and expedites tasks to meet target completion dates.
• Assists the project manager in coordinating the signing/sealing of documents.
• Manages various project activities by tracking project schedules and expediting workflows.
• Coordinates communication from various parties to ensure accurate documentation.
• Identifies opportunities to improve document control processes and procedures.
• Manages the close-out and turnover documentation process and routes it to internal work teams for auditing and review.
• May attend pre-construction meetings, project progress meetings, and closeout meetings.
• Understands the firm’s quality management program and assists the project manager in monitoring adherence of quality assurance/quality control (QA/QC) processes and procedures related to documentation.
• Uses judgment and initiative to ensure compliance with established firmwide quality standards and collaborates with specialty areas for complex matters.

You are passionate about:

• Working collaboratively with others
• Having ownership in the work you do
• Using your talents to positively affect communities

You bring to the team:

• 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 six years’ experience in a related position. 
• Proficiency in Microsoft Office Suite products, Smartsheet, and scheduling software programs such as Microsoft Project where applicable.
• Experience in electronic file and project management database use such as including Procore, ACC Build, ProjectWise, etc.
• 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.

Olsson is a nationally recognized, employee-owned firm specializing in planning and design, engineering, field services, environmental, and technology. Founded in 1956 on the very mindset that drives us today, we’re here to improve communities by making them more sustainable, better connected, and more efficient. Simply put, we work to leave the world better than we found it.

As an Olsson employee, you’ll receive our traditional benefits package (health care, vision, dental, paid time off, etc.), 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
• Have the possibility for flexible work arrangements

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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