Project Coordinator (00491)

The Project Coordinator is responsible for managing and overseeing the creation, organization, distribution, and archival of critical operational documents within the company. This role ensures that all documents, such as policies, procedures, and compliance records, are accurate, up-to-date, and easily accessible to internal teams. The Project Coordinator collaborates with various departments to maintain consistent documentation standards, facilitates document revisions, and ensures adherence to industry regulations. This position requires strong attention to detail, excellent organizational skills, and proficiency in document management software to support operational efficiency and regulatory compliance.

Organizational Responsibilities

• Handles day-to-day document management; maintains compliance, accuracy, and accessibility; works closely with various departments; performs quality checks.
• Uses document management software, understands electronic document management systems and their functionality.
• Maintains database systems for document storage and retrieval.
• Manages document revisions with version control systems, confirms latest versions are available.
• Understands document formats (e.g., PDF, docx, xlsx, etc.) and converting between them.
• Reads technical drawings and specifications (e.g., CAD files).
• Understands regulatory requirements and industry standards, records management standards, and best practices related to document control.
• Understands data security principles and best practices, protects sensitive information; sets up and manages access controls, encryption, and secure document handling protocols.
• Automates repetitive tasks and improves document handling efficiency with Client Corporate Real Estate PMO Team.
• Supports Project Managers by reviewing large volumes of documents with a high level of accuracy and confirms proper categorization and filing.
• Provides construction progress updates to Project Controls and PMO teams.
• Supports Project Managers with RFP process.
• Coordinates with Contractors and various departments using strong verbal and written communication skills.
• Other duties as assigned.

Position Qualifications

• Bachelor's degree in Information Management, Business Administration, or a related field preferred; equivalent experience may be considered.
• o+ years of experience in document control, records management, or a related field within a regulated or operational environment.
• Real Estate experience preferred.
• Proficiency in document management systems (e.g., SharePoint, OpenText, Documentum, or equivalent).
• Understanding of database systems for document storage and retrieval.
• Experience with various file formats (PDF, DOCX, XLSX, CAD files) and file conversion tools.
• Understanding of document standards, industry regulations, and records management best practices.
• Understanding of regulatory compliance requirements related to document control.
• Familiarity with data protection and information security principles, including access controls, encryption, and secure file transfer.
• Ability to interpret technical documents such as specifications and CAD drawings.
• Demonstrated ability to update and maintain document workflows in collaboration with Project Management and PMO Teams.

Additional Requirements Physical: Standing or sitting for long periods; must be able to lift up to 15 pounds at times and spend extended hours in front of a computer screen. Cognitive: Problem-solving, written, and verbal communication skills; computer and software skills; and ability to read and interpret text online or in printed form. About PMA At PMA, employee well-being is a daily priority. We offer a combination of workplace options that include a PMA office location; work-from-home; or a client site. Wherever we work, we openly share knowledge as we believe that collaboration with peers improves our work product and that pursuing subject matter expertise is a lifelong endeavor.   We are committed to a culture of equity, diversity, and inclusion. We affirm and respect diverse backgrounds and opinions because we believe they yield the best solutions for our clients. We promote emotional intelligence and trust by nurturing these values within our new hires.   We encourage staff to develop rewarding, long-term careers at PMA, and we implement formal leadership development programs that help you attain your goals. At PMA, shared success is a core value. Every employee who contributes is recognized, celebrated, and rewarded. We look for self-driven candidates eager to assume responsibility and join a community of respect founded on collaboration and accountability, not titles. If you aim to transform the project management practice toward continuous improvement of project outcomes, the profession, and yourself, PMA looks forward to warmly welcoming you to our team.   We offer competitive pay and benefits, wellness programs for you and your family, and career development opportunities to advance your professional goals.   As a PMA professional, you will be empowered to make timely and effective decisions and significant daily contributions to complex facets of project delivery. Join a team that has achieved a world-class reputation in the construction industry and has been voted a “Best Place to Work.”  PMA offers competitive wages and comprehensive benefits, including medical, prescription, dental, vision, time off with pay, 401(k) with company match, life, disability, and professional development reimbursement for qualifying employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), disability, national origin, or any other characteristic protected by applicable laws, regulations, and ordinances. Qualified female and minority applicants are encouraged to apply. EOE, including persons with disabilities and veterans. VEVRAA federal contractor.