Project Coordinator - Document Control
Location: San Jose, CA, United States — 100% On-Site
Job Type: Full-Time, Salaried | Project-based assignment scheduled through Q3 2028
Schedule: Full-time at the project site
✈️ Travel: Minimal; occasional local travel within Santa Clara County
Salary Range: $80,000–$100,000 annually (based on relevant experience, skills, and qualifications; base salary only)
Benefits: 100% Employer Paid Medical, Dental, Vision | 401(k) Match | PTO & Holidays | Paid Lunch | Commuter Benefit
About Us
SK AX USA, Inc. delivers specialized IT, infrastructure, and digital transformation services across the United States. We support large-scale, mission-critical programs involving advanced infrastructure, operational technology, and next-generation AI environments.
For this program, we represent the owner’s technology organization, translating AI infrastructure requirements into facility specifications and verifying that construction meets those requirements.
Learn more: https://www.skaxusa.com/
Position Overview
We are seeking an experienced Project Coordinator - Document Control to oversee project documentation and support on-site coordination for a large-scale AI data center construction program in San Jose, California.
As one of three full-time resident staff members, you will own the document control function and coordinate the flow of information among the general contractor, construction owner’s representative, technology partner, and systems integrator. The program spans four construction phases through Q3 2028.
Your responsibilities will include revision control, submittal tracking, meeting coordination, inspection and commissioning records, permitting documentation, and project turnover. You will ensure project information remains accurate, current, traceable, and accessible throughout the program.
This role requires hands-on ownership, sound judgment, and the ability to coordinate across organizations while working closely with project leadership and technical teams.
Key Responsibilities
Document Control & Configuration Management
- Maintain version and revision control for drawings, specifications, technical requirements, and interface control documents.
- Manage document issuance and distribution, track approval status, and ensure teams can clearly identify the current revision.
- Publish and maintain the configuration register weekly.
- Issue revision notices to affected stakeholders and maintain a traceable record of document changes.
Multi-Party Submittal Coordination
- Receive, register, and distribute deliverables from the general contractor, construction owner’s representative, technology partner, and systems integrator.
- Maintain a daily submittal intake register and monitor outstanding or overdue deliverables.
- Follow up with responsible parties and escalate delays before they affect project milestones.
- Flag inconsistencies between organizations’ documents for review by the technical team.
Meeting Coordination & Action Tracking
- Coordinate approximately 10–15 recurring and ad hoc meetings per month, including contractor coordination meetings, owner reviews, and phase gate sessions.
- Prepare and distribute agendas and pre-read materials.
- Produce and distribute meeting minutes within two business days.
- Maintain action item registers, including responsible owners, due dates, and closure evidence.
- Follow up on open actions and escalate overdue items to project leadership.
Inspection & Commissioning Records
- Document factory testing, site testing, and integrated system testing activities, including attendance, observations, photographs, and test reports.
- Maintain non-conformance report (NCR) and punch list registers through closure.
- Assemble evidence packages supporting the owner’s technical acceptance assessments at each phase gate.
- Coordinate with engineering and field teams to maintain complete, traceable inspection and commissioning records.
Permitting Documentation
- Compile and track permit submittal packages.
- Log comments, correction requests, and outstanding conditions from permitting authorities.
- Maintain approval histories and communicate documentation status to the project team.
As-Built Documentation & Project Turnover
- Receive and catalog as-built drawings and operations and maintenance (O&M) documentation.
- Track documentation completeness and follow up on missing or incomplete submissions.
- Maintain the turnover deficiency list through project closeout.
- Organize final documentation packages for handover to the owner.
Technical review and acceptance of as-built documents remain the responsibility of the engineering team. This position manages document receipt, cataloging, and completeness tracking.
Qualifications
Required Experience
- Three or more years of document control experience on construction or data center projects.
- Hands-on experience with an electronic document management system such as Procore, Aconex, Autodesk Construction Cloud, SharePoint, or an equivalent platform.
- Demonstrated experience preparing meeting minutes and tracking action items in a technical environment.
- Ability to follow engineering discussions and accurately summarize decisions, responsibilities, and next steps.
Technical & Language Skills
- Professional fluency in both English and Korean is required. English is used daily with contractors, consultants, and vendors; Korean is used daily with the owner’s technology organization and headquarters.
- Strong capability in document revision control, approval tracking, and records management.
- Ability to organize technical documentation and maintain accurate registers across multiple project stakeholders.
Communication & Coordination Skills
- Strong organizational skills and attention to detail.
- Ability to coordinate across organizational boundaries and obtain timely responses from stakeholders who do not report directly to you.
- Clear written and verbal communication skills.
- Ability to manage competing priorities, follow up consistently, and escalate issues appropriately.
⭐ Preferred Qualifications
- Experience managing NCR and punch list registers through commissioning and closeout.
- Exposure to California permit submittals and correspondence with authorities having jurisdiction, ideally within Santa Clara County.
- Experience with data center as-built documentation and O&M turnover packages.
- Familiarity with data center terminology, including white space, electrical distribution, mechanical cooling, and commissioning levels.
- Working knowledge of Bluebeam Revu and Microsoft 365.
Personal Attributes
- Strong ownership and accountability for the accuracy and completeness of project records.
- Proactive approach to identifying missing information, conflicting documents, and overdue actions.
- Professional persistence when coordinating with multiple organizations.
- Comfort working in a technical environment with evolving priorities.
Equal Employment Opportunity Statement
SK AX USA is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all employees and applicants for employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other legally protected status.
Why Join SK AX USA?
- Own a critical project function as one of three full-time resident staff members.
- Contribute to a hyperscale AI data center program from early construction through commissioning and handover.
- Work directly with project leadership, engineering specialists, and multiple delivery partners.
- Gain broad involvement in document control, inspections, permitting, and turnover.
- Serve as the owner’s day-to-day point of contact for project records that support technical reviews and acceptance decisions.
Ready to Support the Next Generation of AI Infrastructure?
Apply today with a resume highlighting your document control experience, the scale of projects you have supported, and the systems you have used. A cover note is welcome but not required.
Applications are reviewed on a rolling basis. Candidates whose experience matches the position requirements will be contacted.