PROJECT ADMINISTRATOR / DOCUMENT CONTROL SPECIALIST

SYSTRA delivers architecture, engineering, and construction and program management services to clients that provide public transportation, public education, and public housing. 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 affordable housing. 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 over 10,500 employees worldwide.

About the role

We’re looking for a Project Administrator / Document Control Specialist in our Operations Group to help drive the objectives and challenges our clients have entrusted us to solve. 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 thrive while remaining on schedule and budget. This role provides comprehensive administrative and document control support to project teams, ensuring efficient organization, management, and accessibility of project documentation. 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 and the ability to work independently.

Responsibilities

Document Control

• 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.

Administrative Support

• 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.

Requirements

• 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, PowerPoint, Outlook).
• Experience with EDMS and/or PMIS platforms (e.g., SharePoint, ProjectSight, e-Builder, ProjectWise, Procore, InEight, Bluebeam).
• Excellent organizational and time management skills; meticulous attention to detail and accuracy.
• Strong written and verbal communication abilities.
• Comfort working with executive, client, and technical team members.
• Knowledge of document control standards and best practices.
• Ability to work independently and collaboratively as part of a multidisciplinary team.
• Demonstrated ability to take initiative, work as a self-starter, and manage priorities with minimal supervision.
• Strong problem-solving skills, including the ability to identify issues, evaluate options, and implement effective solutions within established procedures.
• Proven ability to coordinate with multiple stakeholders, follow up effectively, and maintain momentum on time-sensitive deliverables.
• Demonstrated sense of ownership, accountability, and responsiveness in supporting project teams and operational needs.
• Ability to anticipate needs, adapt to shifting priorities, and remain effective in a fast-paced project environment.

Benefits

SYSTRA USA provides a benefits package including medical, dental, 401k, and other offerings that focus on providing health and financial stability throughout the employee’s career.

Pay

Salary Range: $65,455 – $91,200 per year.

Schedule

Workplace Type: On-site