Project Administrator / Document Control Specialist
for section headings. Use - for any list of duties/requirements/benefits. Use
for prose.
We need to preserve all substantive info; do not invent or summarize away detail.
We need to remove boilerplate: EEO, relocation assistance, sponsorship assistance, etc. Also remove duplicated lines.
Let's extract substantive info:
Company description paragraph(s). Could be part of About the role.
Context sentence: "We’re looking for a new Project Administrator / Document Control Specialist in our Operations Group to help drive the objectives and challenges our clients trusted us to solve for them." That's about the role.
Missions/Main Duties paragraph: "As a SYSTRA US Project Administrator / Document Control Specialist you will join a world-class team of high-performing engineers, designers, drafters and others who work collectively to ensure client projects continue to thrive while remaining on schedule and budget. The Project Administrator / Document Control Specialist provides comprehensive administrative and document control support to project teams, ensuring efficient organization, management, and accessibility of project documentation. This role is essential for maintaining project records, complying with standards, and enabling smooth, day-to-day office operations. The ideal candidate has strong organizational skills, attention to detail, and proficiency in document management systems used in engineering or construction environments, along with a proactive, solutions-oriented mindset, the ability to work independently, and strong stakeholder coordination skills to keep project activities moving forward efficiently."
That's more about role and ideal candidate.
Then Duties And Responsibilities list (multiple bullet points). We'll put under Responsibilities.
Then Profile/Skills section includes a question and then "Required Qualifications" list. The question: "Does this seem like an opportunity that you can be all aboard with in your career? Well, here’s a little more on the required experience we’re looking for in this new teammate." That's intro to qualifications.
Then Required Qualifications list (many bullet points). We'll put under Requirements or Qualifications? The instruction: Use headings for Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide what goes where. Usually Requirements = required qualifications. Qualifications could be similar but maybe we can treat Requirements as the list, Qualifications as maybe additional? But we have only one list of required qualifications. Could split: Requirements = the list; Qualifications maybe empty? Better to put the list under Requirements and maybe Qualifications could be omitted if no distinct content. However we need to include a section only when posting has real specific content for it. So we can include Requirements with the list. For Qualifications, we could maybe include the same list? But that would be duplicate. Better to omit Qualifications if no distinct content. However the instruction says "Prefer a few substantive sections over many thin ones." So we can combine Requirements and Qualifications into one? But headings are fixed; we can still include both but if Qualifications has no content we must not emit it. So we omit Qualifications.
Skills: we have some skills mentioned in the ideal candidate paragraph and also in required qualifications (proficiency in MS Office, EDMS/PMIS, organizational skills, communication, etc.). Could extract a Skills section listing those. But we already have them in Required Qualifications list. To avoid duplication, we could put skills under Skills heading, and Requirements could be something else like experience? But the required qualifications list includes both experience and skills. Might be okay to put the list under Requirements and then Skills could be omitted. However we need to preserve all substantive info; if we omit Skills heading, we still have the content under Requirements. That's fine.
Benefits: we have medical, dental, 401k and other offerings.
Pay: salary range.
Schedule: not present.
Thus sections: About the role, Responsibilities, Requirements, Benefits, Pay.
We need to ensure we don't include boilerplate like EEO etc.
Now craft HTML.
About the role: combine company description and context and missions/main duties ideal candidate paragraph? Might be too much but we need to preserve all substantive info. We can split: About the role includes company description and context sentence. Responsibilities includes duties list. Requirements includes required qualifications list. Benefits includes benefits sentence. Pay includes salary range and description.
We must not repeat job title as heading.
Let's write:
About the role
The Company SYSTRA delivers architecture, engineering and construction and program management services to our clients that offer public transportation, public education and public housing to our communities. We partner with public transportation owners and operators of bridges, buses, commuter and intercity, high-speed and light rail, mass rapid transit and tunnels, helping them provide safe, efficient and reliable public transportation. SYSTRA also serves public facility authorities that provide safe, attractive, and environmentally sound public schools and offer affordable housing to communities. Ranked 18th in US mass transit and rail design by Engineering News-Record (ENR), SYSTRA has been a trusted partner to public agencies and operators throughout the US since 1985 and employs nearly 200 personnel nationwide. Part of SYSTRA Group, a world-leading engineering and consulting firm, SYSTRA is supported by the over 10,500 employees worldwide. Using a collaborative approach built on the firm’s value of Connected Teams, we provide our clients and partners access to the best skills worldwide via sharing information, tools, best practices, and processes.
We’re looking for a new Project Administrator / Document Control Specialist in our Operations Group to help drive the objectives and challenges our clients trusted us to solve for them.
That preserves company description and context.
Now Responsibilities: include the Missions/Main Duties paragraph plus the Duties And Responsibilities list.
We could combine the paragraph as prose then list.
Thus:
Responsibilities
As a SYSTRA US Project Administrator / Document Control Specialist you will join a world-class team of high-performing engineers, designers, drafters and others who work collectively to ensure client projects continue to thrive while remaining on schedule and budget. The Project Administrator / Document Control Specialist provides comprehensive administrative and document control support to project teams, ensuring efficient organization, management, and accessibility of project documentation. This role is essential for maintaining project records, complying with standards, and enabling smooth, day-to-day office operations. The ideal candidate has strong organizational skills, attention to detail, and proficiency in document management systems used in engineering or construction environments, along with a proactive, solutions-oriented mindset, the ability to work independently, and strong stakeholder coordination skills to keep project activities moving forward efficiently.
- Develop, maintain, and enforce standardized document control procedures for naming, versioning, storage, and retrieval in accordance with project and ISO 9001 and 19650 standards
- Use Electronic Document Management Systems (EDMS) and Project Management Information Systems (PMIS) such as SharePoint, ProjectSight, e-Builder, ProjectWise, or similar platforms for document organization and sharing
- Process, log, and distribute incoming and outgoing project documents—including correspondence, drawings, specifications, and reports
- Maintain accurate document control logs and registers, tracking revisions, transmittals, and distributing updated information to the project team
- Perform quality checks on documents to ensure accuracy, completeness, and compliance with formatting guidelines
- Support the organization and archiving of documentation during project closeout per established procedures
- Proactively identify document control gaps, inconsistencies, or workflow bottlenecks and take initiative to resolve routine issues independently or escalate as appropriate
- Monitor document workflows and follow up with internal and external stakeholders to ensure timely review, approval, distribution, and closeout of project documentation
- Exercise independent judgment in prioritizing document control activities and maintaining continuity of project operation
- Schedule and coordinate meetings and appointments; prepare agendas, take minutes, and distribute action items
- Draft, format, and distribute correspondence, reports, memos, and presentations
- Manage payroll-related paperwork, personnel lists, and support onboarding by facilitating access to systems and resources for new employees
- Provide direct administrative support to project managers, design leads, and other team members as required
- Handle electronic and physical document archiving and retrieval according to retention policies
- Assist with research, data analytics reporting, and project controls administrative functions (e.g., report generation, contract review, action item tracking)
- Offer basic training on web-based tools and project management platforms to all project staff tiers
- Participate in formatting and quality reviews of project deliverables
- Contribute to special project assignments, such as drafting internal guidance or management guidelines
- Take ownership of assigned tasks and deliverables, independently track deadlines, follow up on open items, and ensure timely completion
- Coordinate across project managers, technical staff, clients, and other stakeholders to gather information, align expectations, and support timely decision-making
- Anticipate administrative and project support needs, identify opportunities to improve efficiency, and recommend practical process improvements
- Use sound judgment to troubleshoot routine administrative and project issues independently, escalating more complex matters when needed
Now Requirements: the Required Qualifications list.
We need to preserve all bullet points exactly.
Let's list them:
- Proven experience in document control or an administrative role, preferably within an engineering or construction project environment
- Strong proficiency in Microsoft Office Suite (Word, Excel
for prose. We need to preserve all substantive info; do not invent or summarize away detail. We need to remove boilerplate: EEO, relocation assistance, sponsorship assistance, etc. Also remove duplicated lines. Let's extract substantive info: Company description paragraph(s). Could be part of About the role. Context sentence: "We’re looking for a new Project Administrator / Document Control Specialist in our Operations Group to help drive the objectives and challenges our clients trusted us to solve for them." That's about the role. Missions/Main Duties paragraph: "As a SYSTRA US Project Administrator / Document Control Specialist you will join a world-class team of high-performing engineers, designers, drafters and others who work collectively to ensure client projects continue to thrive while remaining on schedule and budget. The Project Administrator / Document Control Specialist provides comprehensive administrative and document control support to project teams, ensuring efficient organization, management, and accessibility of project documentation. This role is essential for maintaining project records, complying with standards, and enabling smooth, day-to-day office operations. The ideal candidate has strong organizational skills, attention to detail, and proficiency in document management systems used in engineering or construction environments, along with a proactive, solutions-oriented mindset, the ability to work independently, and strong stakeholder coordination skills to keep project activities moving forward efficiently." That's more about role and ideal candidate. Then Duties And Responsibilities list (multiple bullet points). We'll put under Responsibilities. Then Profile/Skills section includes a question and then "Required Qualifications" list. The question: "Does this seem like an opportunity that you can be all aboard with in your career? Well, here’s a little more on the required experience we’re looking for in this new teammate." That's intro to qualifications. Then Required Qualifications list (many bullet points). We'll put under Requirements or Qualifications? The instruction: Use headings for Requirements, Qualifications, Skills, Benefits, Pay, Schedule. We need to decide what goes where. Usually Requirements = required qualifications. Qualifications could be similar but maybe we can treat Requirements as the list, Qualifications as maybe additional? But we have only one list of required qualifications. Could split: Requirements = the list; Qualifications maybe empty? Better to put the list under Requirements and maybe Qualifications could be omitted if no distinct content. However we need to include a section only when posting has real specific content for it. So we can include Requirements with the list. For Qualifications, we could maybe include the same list? But that would be duplicate. Better to omit Qualifications if no distinct content. However the instruction says "Prefer a few substantive sections over many thin ones." So we can combine Requirements and Qualifications into one? But headings are fixed; we can still include both but if Qualifications has no content we must not emit it. So we omit Qualifications. Skills: we have some skills mentioned in the ideal candidate paragraph and also in required qualifications (proficiency in MS Office, EDMS/PMIS, organizational skills, communication, etc.). Could extract a Skills section listing those. But we already have them in Required Qualifications list. To avoid duplication, we could put skills under Skills heading, and Requirements could be something else like experience? But the required qualifications list includes both experience and skills. Might be okay to put the list under Requirements and then Skills could be omitted. However we need to preserve all substantive info; if we omit Skills heading, we still have the content under Requirements. That's fine. Benefits: we have medical, dental, 401k and other offerings. Pay: salary range. Schedule: not present. Thus sections: About the role, Responsibilities, Requirements, Benefits, Pay. We need to ensure we don't include boilerplate like EEO etc. Now craft HTML. About the role: combine company description and context and missions/main duties ideal candidate paragraph? Might be too much but we need to preserve all substantive info. We can split: About the role includes company description and context sentence. Responsibilities includes duties list. Requirements includes required qualifications list. Benefits includes benefits sentence. Pay includes salary range and description. We must not repeat job title as heading. Let's write:
About the role
The Company SYSTRA delivers architecture, engineering and construction and program management services to our clients that offer public transportation, public education and public housing to our communities. We partner with public transportation owners and operators of bridges, buses, commuter and intercity, high-speed and light rail, mass rapid transit and tunnels, helping them provide safe, efficient and reliable public transportation. SYSTRA also serves public facility authorities that provide safe, attractive, and environmentally sound public schools and offer affordable housing to communities. Ranked 18th in US mass transit and rail design by Engineering News-Record (ENR), SYSTRA has been a trusted partner to public agencies and operators throughout the US since 1985 and employs nearly 200 personnel nationwide. Part of SYSTRA Group, a world-leading engineering and consulting firm, SYSTRA is supported by the over 10,500 employees worldwide. Using a collaborative approach built on the firm’s value of Connected Teams, we provide our clients and partners access to the best skills worldwide via sharing information, tools, best practices, and processes.
We’re looking for a new Project Administrator / Document Control Specialist in our Operations Group to help drive the objectives and challenges our clients trusted us to solve for them.
That preserves company description and context. Now Responsibilities: include the Missions/Main Duties paragraph plus the Duties And Responsibilities list. We could combine the paragraph as prose then list. Thus:Responsibilities
As a SYSTRA US Project Administrator / Document Control Specialist you will join a world-class team of high-performing engineers, designers, drafters and others who work collectively to ensure client projects continue to thrive while remaining on schedule and budget. The Project Administrator / Document Control Specialist provides comprehensive administrative and document control support to project teams, ensuring efficient organization, management, and accessibility of project documentation. This role is essential for maintaining project records, complying with standards, and enabling smooth, day-to-day office operations. The ideal candidate has strong organizational skills, attention to detail, and proficiency in document management systems used in engineering or construction environments, along with a proactive, solutions-oriented mindset, the ability to work independently, and strong stakeholder coordination skills to keep project activities moving forward efficiently.
- Develop, maintain, and enforce standardized document control procedures for naming, versioning, storage, and retrieval in accordance with project and ISO 9001 and 19650 standards
- Use Electronic Document Management Systems (EDMS) and Project Management Information Systems (PMIS) such as SharePoint, ProjectSight, e-Builder, ProjectWise, or similar platforms for document organization and sharing
- Process, log, and distribute incoming and outgoing project documents—including correspondence, drawings, specifications, and reports
- Maintain accurate document control logs and registers, tracking revisions, transmittals, and distributing updated information to the project team
- Perform quality checks on documents to ensure accuracy, completeness, and compliance with formatting guidelines
- Support the organization and archiving of documentation during project closeout per established procedures
- Proactively identify document control gaps, inconsistencies, or workflow bottlenecks and take initiative to resolve routine issues independently or escalate as appropriate
- Monitor document workflows and follow up with internal and external stakeholders to ensure timely review, approval, distribution, and closeout of project documentation
- Exercise independent judgment in prioritizing document control activities and maintaining continuity of project operation
- Schedule and coordinate meetings and appointments; prepare agendas, take minutes, and distribute action items
- Draft, format, and distribute correspondence, reports, memos, and presentations
- Manage payroll-related paperwork, personnel lists, and support onboarding by facilitating access to systems and resources for new employees
- Provide direct administrative support to project managers, design leads, and other team members as required
- Handle electronic and physical document archiving and retrieval according to retention policies
- Assist with research, data analytics reporting, and project controls administrative functions (e.g., report generation, contract review, action item tracking)
- Offer basic training on web-based tools and project management platforms to all project staff tiers
- Participate in formatting and quality reviews of project deliverables
- Contribute to special project assignments, such as drafting internal guidance or management guidelines
- Take ownership of assigned tasks and deliverables, independently track deadlines, follow up on open items, and ensure timely completion
- Coordinate across project managers, technical staff, clients, and other stakeholders to gather information, align expectations, and support timely decision-making
- Anticipate administrative and project support needs, identify opportunities to improve efficiency, and recommend practical process improvements
- Use sound judgment to troubleshoot routine administrative and project issues independently, escalating more complex matters when needed