Project Administrator / Document Control Specialist

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.

Context

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.

Missions/Main Duties

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.

Duties and 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

Profile/Skills

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.

Required Qualifications:

• 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

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.

SYSTRA USA is an equal opportunity employer committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or any other consideration made unlawful by federal, state, or local law.

Relocation assistance is not available for this position.

Sponsorship assistance is not available for this position.

Salary Range: $65455-$91200 SYSTRA USA is providing the compensation range that the company believes it might pay and/or offer for this position, based on the successful applicant’s education, experience, knowledge, skills and abilities in addition to internal equity and specific geographic location.

Workplace Type

On-site