Document Controls Project Administrator

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Job description

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The Document Controls Project Administrator position is an exciting opportunity to join PM Group's quickly growing Philadelphia area team located in Conshohocken, PA. Together we are sharing knowledge, learning, growing, and continuing to be an integral part of supporting PM Group's ongoing expansion in the US. Our office is executing cutting-edge projects for Cell & Gene Therapy, Biologics, and other Life Science facilities - from feasibility through to construction - for both local and international clients. Together with our clients and partners, we will deliver projects that improve the everyday lives of people across the globe.

We are seeking a mid-level career professional with a passion for the architecture, engineering, and life sciences industries. The ideal candidate will thrive on managing multiple complex, real-time projects and operational tasks, all while maintaining a high standard of work and strong work ethic. A collaborative mindset and the drive to deliver exceptional results for internal clients are essential for success in this role.

You will report directly to the Director of Project Management and have the flexibility to tailor your schedule, with an estimated commitment of three days per week. The specific days are flexible to accommodate your availability.

PM Group is an employee owned, international project delivery firm with a team of 3,500+ people. We are world leaders in the pharma, food, biotech, medical technology and mission critical sectors. From our network of offices in Europe, Asia and the US, we work with the world's leading organizations. We are focused on growing a sustainable business centered on our people, our clients and trade partners.

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Document Control Responsibilities:

Document control on a number of projects simultaneously (small to large scale)

Integrating data into electronic systems

Managing the transmittal process/collaboration process

Can complete Document Control Incoming Document Distribution Requests from Disciplines using ProArc and various Client Platforms i.e. - PIMS, Poet, Fusion, Google Drive with limited supervision. Generating periodic reports on project

Project filing/document handover process

Project filing/archiving process

Managing the Aconex document management system for PM Group on site

Managing the BIM 360 collaboration system for PM Group on site

Overviews document control operation on site and maintains status of all IFC documents issued to site from Head Office

Set up/maintain central filing for site documents

Organizes document scanning/archiving

Support snag list compilation and close-out

Assisting in the compilation of as-building handover documentation

Providing general department administration support

Awareness & understanding of applicable company procedures

Must be willing to travel and work on various sites as the need arises

Special projects as assigned

Project Administration Responsibilities:

Main point of contact for PM Group administration function on projects

Assisting visiting engineers and PM Group management with inductions and documentation when visiting site

Organizing internal site meetings and coordinating agendas

Liaising with General Contractor (GC)/Client administration and security where required

Updating and filing of weekly minutes of meetings between PM Group and external companies

Assisting with compilation and filing of site observation reports

Maintaining Personal Protection Equipment (PPE) register and ordering new supplies as required

Maintenance of PM site team vacation calendar

Special projects as assigned

QSPOC Responsibilities:

Complete audits of the business unit against company policyCommunicate audit results to department leads

Capture, action and track corrective actions

Setup and / or lead trainings for all employees

Setup and/or lead on-boarding training for new-hires

Track BU Quality KPIs and communication to Group Quality team

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3+ Years' of experience doing Document Controls within regulated industries

An Associate's Degree or equivalent related working experience or courses (High school degree with: business, bookkeeping, and typing courses)

Experience working with Document Management & Quality Systems

Experience with document management systems (EDMS/Collaboration systems)

Proficiency in MS Office products such as Word, Excel, PowerPoint, and Visio and Adobe

Experience in dealing with multidiscipline design teams, subcontractors and a wide client base

Ability to understand technical concepts and work with technical departments and personnel to achieve goals

Well organized, self-motivated, excellent interpersonal and communication

Effective verbal and written communication skills

Positive, enthusiastic attitude; ability to take initiative and stay be self-motivated

Customer service focused; must be flexible and possess excellent interpersonal skills

All of your information is confidential according to EEO guidelines.

Why PM Group?

As an employee-owned company, we are inclusive, committed and driven. Corporate Responsibility and Sustainability are the heart of our new 2025 business strategy. Click to read more in our Corporate Responsibility and Heath, Safety & Well-being Report 2023.

Inclusion and Diversity are core to our culture and values. Wherever we work, we commit to a culture of mutual respect and belonging by building a truly inclusive workplace rich in diverse people, talents and ideas. Valuing the contributions of all our people and respecting individual differences will sustain our growth into the future.

PM Group is committed to ensuring our hiring process is fair and accessible to all and will provide candidates with disabilities with reasonable accommodations required to participate in the recruitment process. If you require any assistance in this regard, please let us know.

RECRUITMENT AGENCIES NEED NOT APPLY

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