Project Document Control Coordinator - Energy Capital Projects

Project Document Control Coordinator – Energy Capital Projects

Position Overview: This role supports large-scale capital energy projects within a strategic projects group, including wind farms, solar developments, repower initiatives, and other major infrastructure programs (typically $15M+ projects). The Project Document Control Coordinator is responsible for managing, tracking, routing, and maintaining engineering drawings, RFIs, and project documentation to ensure timely approvals and accurate distribution across project teams and external suppliers. This position plays a critical coordination role in ensuring that documentation workflows stay on schedule and that project deliverables are properly tracked, reviewed, and issued.

Project Scope & Responsibilities

• Manage and track engineering drawings, RFIs, and project submittals across multiple capital projects
• Coordinate document flow between engineers, project managers, construction teams, and external suppliers
• Monitor review cycles, approvals, and deadlines to ensure timely responses and deliveries
• Maintain document tracking systems and shared mailboxes (email alias management)
• Use OneNote and tracking tools to log submittals, due dates, and status updates
• Ensure documentation is properly routed, reviewed, and returned within required timelines
• Identify bottlenecks in approval workflows and proactively follow up with stakeholders
• Prepare, print, assemble, and package large-format drawing sets and bound project documentation
• Assemble and distribute construction-ready documentation packages (including 11x17 drawing books)
• Support both digital and physical document control processes

Typical Day

• Manage shared inboxes and coordinate incoming/outgoing document requests
• Track RFIs and submittals, ensuring deadlines are met and approvals are progressing
• Communicate with engineers and project stakeholders to move documentation through review cycles
• Follow up on overdue reviews and escalate where necessary
• Print, organize, and prepare physical document packages for shipment to project sites
• Switch between desk-based coordination work and hands-on document preparation tasks
• Support project teams by ensuring they always have accurate, up-to-date documentation

Team Environment & Stakeholders

• Project Managers
• Lead Engineers
• Construction Teams
• Internal Engineering and Design Groups
• External Equipment Suppliers (limited interaction)

Work Environment & Culture

• Highly collaborative, fast-paced project environment
• Strong reliance on this role for coordination and document control
• Mix of independent responsibility and team-based support
• Detail-oriented, deadline-driven workflow
• Opportunity to directly impact project success and team efficiency
• Balanced role involving both desk work and hands-on document preparation

Work Schedule & Location

• Hybrid schedule
• Onsite Tuesday, Wednesday, and Thursday
• Remote work Monday and Friday (when not required for printing/packaging tasks)
• Locations:
• Denver, CO (T3)
• Minneapolis, MN (414 Nicollet Mall)
• Amarillo, TX (790 S. Buchanan Street)
• Local candidates only preferred
• Standard business hours; occasional overtime depending on project workload

Required Qualifications

• 2–4 years of experience in a professional administrative, coordination, or document control role
• Experience with document management, scanning, and PDF-based workflows
• Familiarity with physical and digital document libraries
• Strong attention to detail and quality control mindset
• Experience reviewing documents for accuracy and completeness
• Strong communication, organization, and coordination skills

Preferred Software Skills

• Microsoft Office Suite (Outlook, Teams, SharePoint, OneNote)
• ProjectWise
• Bluebeam
• Adobe Acrobat Pro (PDF editing and markup)

Key Attributes for Success

• Highly organized and detail-oriented
• Proactive and willing to take initiative
• Strong team mindset ("how can I help?" attitude)
• Comfortable managing deadlines and multiple workflows simultaneously
• Able to ensure nothing falls through the cracks in document tracking
• Strong sense of ownership over assigned responsibilities

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.