Document Management Specialist

Position Summary:

In support of the Company's primary and single most important objective, which is TO GET AND KEEP PROFITABLE CUSTOMERS, the Document Management Specialist is responsible for coordinating, organizing, and maintaining project documentation between SAMCO, its customers, and project stakeholders.

This position supports the preparation, submission, tracking, and distribution of electronic project documents, ensuring accuracy, compliance with customer requirements, and timely delivery. The Document Management Specialist works closely with Project Managers, engineering personnel, and other departments to maintain organized records, monitor document schedules, and facilitate effective communication throughout project execution.

Position Responsibilities:

• Collect, organize, and prepare electronic document packages for submission to customers through designated platforms, including SharePoint, TeamBinder, Aconex, Procore, and email.
• Review document packages for accuracy, including document numbers, filenames, revisions, required attachments, and compliance with customer submission requirements.
• Prepare and submit document transmittals, confirm successful delivery, and maintain accurate records of submissions, receipts, and document status.
• Monitor customer portals and communication channels for incoming documents, review comments, and returned submittals.
• Download, organize, and maintain project documentation within SAMCO's electronic file system using established naming conventions and revision controls.
• Communicate incoming documents, customer comments, review statuses, and required actions to appropriate project team members.
• Coordinate document delivery schedules with Project Managers, engineering personnel, and other contributors to ensure timely submissions.
• Maintain document tracking logs, including document numbers, titles, revisions, submission dates, review statuses, and outstanding actions.
• Monitor submission deadlines, customer review periods, and resubmission requirements, following up with team members and communicating potential delays.
• Cross-reference internal document numbers and filenames with customer-specific requirements while maintaining document traceability.
• Compile and organize customer comments, track response statuses, and coordinate resubmission packages with the project team.
• Assist in preparing final project documentation, including operating manuals, turnover packages, and project closeout records.
• Maintain accurate, accessible, and organized electronic records throughout the project lifecycle.

Core Competencies

• Strong attention to detail and ability to maintain accurate, organized electronic records.
• Proficiency in Microsoft Office, including Outlook, Excel, and Word.
• Ability to manage PDF documents, including combining files, organizing pages, adding bookmarks, and compiling comments.
• Strong organizational and time management skills with the ability to prioritize multiple projects and deadlines.
• Excellent written and verbal communication skills.
• Ability to follow established procedures, customer-specific documentation requirements, and internal processes.
• Ability to learn and navigate electronic document management systems and customer submission platforms.
• Ability to work independently while collaborating effectively with multidisciplinary project teams.
• Dependable follow-through, problem-solving skills, and ability to identify and resolve documentation discrepancies.

Skills and Qualifications:

• Previous experience in document control, project administration, engineering support, or a related position.
• Experience with SharePoint, TeamBinder, Aconex, Procore, or similar document management platforms.
• Familiarity with engineering drawings, technical specifications, equipment submittals, and operating manuals.
• Experience preparing document transmittals, maintaining revision records, and coordinating customer comment responses.
• Familiarity with relational database systems and data normalization.
• Associate degree or relevant administrative or technical training.

Working Conditions:

• Standard office environment

Physical Requirements:

• Standard physical requirements associated with a typical office environment, including prolonged sitting, computer use, and occasional standing and walking.
• Ability to perform repetitive computer and keyboard activities.
• Hearing and visual acuity necessary to review electronic documentation, communicate effectively, and perform essential job responsibilities, with or without reasonable accommodation.

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Our Core Values:

Be Part of the Solution: Take ownership, think creatively, and work collaboratively to solve challenges and create sustainable solutions.

Separation from the Ordinary: Challenge the status quo by driving innovation, efficiency and continuous improvement with a winning attitude

Process Results that Work: Deliver high-quality, performance-driven solutions that create value for our customers and support long-term success

Team: Work hard, support one another, learn from mistakes, share success and celebrate victories together