Document Controls Specialist

What You'll Be Doing

Job Scope: This role is generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline and document controls. This work will be performed under general supervision in our Pasadena area office (77034).

Primary responsibilities will include but are not limited to:

• Assisting in Resource Planning and producing reports.
• Preparation of project organizational charts.
• Preparation of project correspondence and transmittals.
• Preparation of project mailings and labels.
• Entering and maintaining current client contact information
• Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.
• Document controls- Handle records across various departments
• Scheduling project and client meetings and arrangements.
• Preparation and distribution of project meeting notes.
• Preparation of client and project presentations.
• Execution of special projects.
• Providing scanning, copying, faxing, and filing services for project related information.
• Maintaining professional appearance of meeting spaces.

Ideal Background

Education: High School Diploma or equivalent is required. Advanced coursework is highly preferred.

Experience: Requires 6 or more years of experience in providing administrative support, preferably in an industrial engineering environment.

Required Knowledge, Skills, and Abilities:

• Knowledge and application of office administration procedures.
• Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.
• Proficient in the use of Newforma and other software as needed.
• Extreme attention to detail.
• Excellent proofreading and grammar.
• Ability to communicate effectively, both verbal and written.
• Ability to maintain confidentiality in all areas.
• Ability to work in a fast-paced environment with extreme multi-tasking.
• Ability to prioritize effectively.
• Ability to accurately develop reports and maintain documentation.
• Ability to maintain effective working relationships with teammates, clients, and vendors.
• Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.
• Ability to work flexible hours as needed.

Physical Requirements:

• Ability to sit, stand or walk for long periods of time.

Hargrove Culture

We work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.

Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.

As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.

Equal Opportunity Employment Statement

Hargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.

Hargrove is a drug-free workplace.

The selected candidate must be authorized to work in the United States.