Document Controls Coordinator

Document Controls Coordinator

Miron Construction Co., Inc. | Neenah Office or Satellite Office

DEPARTMENT: Project Management

JOB CLASSIFICATION: Full-Time

FLSA CLASSIFICATION: Non-Exempt

REPORTS TO: Executive Vice President of Project Management

POSITIONS SUPERVISED: As assigned; provides functional leadership and resource coordination for the Document Control Administration team

TRAVEL REQUIRED: 0-10%

WORK SCHEDULE: Day Shift

POSITION SUMMARY

The Document Controls Coordinator serves as an administrative and operational partner to the Vice Presidents of Project Management and is responsible for helping ensure the Project Management leadership team operates efficiently and effectively. This position provides support across a wide range of administrative, organizational, communication, coordination, process improvement, and operational activities based on department and leadership needs. Success in this role requires flexibility, initiative, sound judgment, attention to detail, and a service-oriented mindset.

This position is expected to understand and be capable of performing the full range of Document Control Administrator (DCA) responsibilities; however, its primary administrative support focus is the Vice Presidents of Project Management and department-level initiatives. The Document Controls Coordinator also provides functional leadership, training, process ownership, and resource coordination for the DCAs team while promoting consistent practices, workload coordination, best-practice sharing, continuous improvement, and adoption of new systems, ERP processes, and AI-enabled tools across the DCA function.

The Document Controls Coordinator is not ordinarily assigned primary responsibility for individual construction projects but may provide temporary project support or coverage when workload, training, staffing, or other business needs require.

Core Expectation: Leadership Through Service

This role exists to support the Vice Presidents of Project Management and prove the leadership, direction, training, and resources necessary for DCAs to effectively support Project Executives, Project Managers, and project teams. The Document Controls Coordinator is expected to serve as a trusted administrative and operational partner to Project Management leadership and demonstrate flexibility in supporting department needs, whether those needs are strategic, operational, administrative, organizational, or project related. The duties listed in this job description are representative and are not intended to be an exhaustive list of all work requirements. Additional job-related responsibilities may be assigned to support leadership, department, and company objectives.

ESSENTIAL FUNCTIONS

Administrative and Executive Support

• Provide broad administrative, organizational, and operational support to the Vice Presidents of Project Management and assist them in effectively managing their responsibilities, priorities, commitments, and department objectives.
• Help Project Management leadership remain organized by coordinating calendars, meetings, schedules, agendas, communications, records, action items, deadlines, and follow-up activities.
• Prepare and distribute meeting materials, presentations, reports, correspondence, department communications, and other support documents.
• Attend meetings and document notes, decisions, responsibilities, and action items as requested.
• Coordinate the administrative and logistical details associated with meetings, department activities, leadership functions, special events, and other business needs.
• Organize files, maintain records, prepare documents, make copies, print and distribute materials, coordinate meals and refreshments, and perform other routine office and administrative activities as needed.
• Support department-wide initiatives, leadership meeting preparation, Project Management initiatives, and special projects.
• Proactively identify administrative or organizational needs and take appropriate action to help the Vice Presidents and Project Management department operate efficiently.
• Provide responsive support for routine and non-routine requests that contribute to the success of the Vice Presidents of Project Management, DCAs, project teams, and department objectives.

Document Controls

• Serve as the primary resource and advisor for DCAs.
• Provide leadership, coaching, and guidance to the DCA team without requiring direct supervisory authority.
• Foster collaboration, consistency, knowledge sharing, and a service-oriented mindset across the DCA function.
• Support DCAs in resolving issues, overcoming obstacles, and maintaining consistent execution of responsibilities.
• The Document Controls Coordinator is not ordinarily assigned primary responsibility for individual construction projects but may provide temporary project support or coverage when business needs require.
• Plan and facilitate recurring DCA meetings to communicate updates, reinforce expectations, provide training, share best practices, and address common questions or challenges.
• Maintain sufficient knowledge and proficiency in all DCA responsibilities to provide guidance, training, quality oversight, and hands-on coverage when needed.

Resource and Capacity Management

• Understand workload and capacity across the DCA team.
• Identify available capacity to assist DCAs who need additional support.
• Assist with identifying DCA availability for new project assignments.
• Coordinate workload shifts when a team loses support due to leave of absence, resignation, vacancy, increased workload, or other temporary needs.
• Perform DCA responsibilities and provide hands-on administrative or project support when coverage, workload, training, staffing, or other business needs require.

Process Ownership and Standardization

• Create, document, maintain, and communicate standard operating procedures for DCAs.
• Train DCAs on standard operating procedures, Project Management Manual requirements, project management software, ERP processes, and new initiatives.
• Monitor consistency of process execution across the DCA team.
• Identify root causes of recurring issues and recommend solutions related to training, capacity, tools, resources, skillset, or process gaps.
• Maintain and update DCA-related documentation, procedural guides, and best practice resources.

Training and Development

• Establish and maintain a formal training program for DCAs.
• Coordinate onboarding and training for new DCAs.
• Identify training needs, skill gaps, and development opportunities.
• Develop training materials, reference guides, and support resources.
• Develop and maintain a core group of experienced DCAs who can assist with training new hires when appropriate.

Continuous Improvement and Technology Adoption

• Lead continuous improvement efforts to improve consistency, efficiency, and effectiveness of the DCA function.
• Identify, document, and communicate best practices across DCAs.
• Partner with Project Management leadership to implement process improvements, software changes, ERP workflows, automation, and AI-enabled efficiencies.
• Evaluate opportunities to eliminate non-value-added work and streamline administrative activities.
• Promote a culture of accountability, consistency, service, collaboration, and continuous learning.
• Perform other duties and responsibilities as assigned.
• Recognize that the responsibilities of this position may evolve or vary based on Project Management leadership priorities, department needs, business initiatives, staffing requirements, and changes in technology. Approach these responsibilities with flexibility and a service-oriented commitment to department success.

POSITION QUALIFICATIONS

• High school diploma or equivalent combination of education and professional experience.
• Significant experience supporting construction project teams, project administration, or project management operations preferred.
• Strong leadership, communication, organization, and relationship-building skills.
• Ability to train, mentor, influence, and support others without direct supervisory authority.
• Demonstrated ability to manage multiple priorities, deadlines, and stakeholder needs.
• Strong problem-solving, process improvement, and root-cause analysis skills.
• Strong customer service orientation and service-first mindset.
• Advanced proficiency in Microsoft 365 applications.
• Experience with ERP systems, project management software, accounting software, and document management systems preferred.

WORK ENVIRONMENT

Primarily an office environment with periodic visits to project sites. This role requires frequent computer work, communication with Project Management leadership, DCAs, project teams, and internal departments, and support of project and department meetings.

ADA PHYSICAL DEMANDS

The following outlines how much on-the-job time is spent on specific physical activities. Under 1/3 of your time will be spent standing, walking, reaching with hands and arms, climbing or balancing, stooping, kneeling, crouching, or crawling, tasting or smelling, and lifting up to 25 pounds. Up to 2/3 of your time will be spent sitting, using hands to finger, handle, or feel, and talking or hearing. Our office environment requires extensive computer work and the use of the phone.

CULTURE AND BENEFITS

For more information on Miron''s culture and benefits, please click on the following link: https://miron-construction.com/join-the-team/office-careers/.

Miron Construction Co., Inc. is proud to be an Equal Opportunity / Affirmative Action Employer. We welcome and encourage ALL qualified applicants to apply for our open career opportunities.