Document Control Administrator

Document Control Administrator

Pittsburgh, Pennsylvania, United States

S&B USA, headquartered in Pittsburgh, PA, is a leading infrastructure solutions company specializing in the development and construction of complex infrastructure projects, particularly through Alternative Delivery Partnerships. S&B USA offers comprehensive services, including project development, general contracting, self-performing construction, financing, and post-construction operations and maintenance. S&B USA is committed to innovation, sustainability, and community engagement, with a portfolio featuring mega projects like the Fargo-Moorhead Stormwater Diversion Channel in North Dakota and the PennDOT Major Bridge P3 Program across Pennsylvania.

Position Summary

The Project Document Control Manager oversees the management, organization, and compliance of project and legal documentation throughout its lifecycle. This role ensures documents are accurate, secure, and accessible while supporting project teams, the Legal Department, clients, contractors, and regulatory agencies. The Project Document Control Manager maintains document control systems, manages records and contract documentation, coordinates document workflows, and ensures compliance with company policies and regulatory requirements.

Essential Functions and Job Responsibilities

• Develop, implement, and maintain document control policies, procedures, workflows, and Electronic Document Management Systems (EDMS) to ensure efficient document lifecycle management.
• Create, edit, organize, and maintain project and legal documentation, including correspondence, contracts, memos, spreadsheets, RFIs, submittals, blueprints, and other controlled documents.
• Manage document version control, numbering, filing, retrieval, distribution, and archival for both electronic and hard-copy records.
• Establish, maintain, and organize the Legal Department's file structure and document management system, ensuring records are accurate, secure, and easily accessible.
• Coordinate document reviews, approvals, and distribution with project managers, engineers, subcontractors, attorneys, and other internal and external stakeholders.
• Monitor compliance with company policies, regulatory requirements, and document retention standards by conducting routine audits and maintaining accurate records.
• Administer the company's document retention program, including offsite storage, retrieval, and destruction of records in accordance with established policies.
• Track contract renewal dates and notify appropriate legal personnel of upcoming deadlines to ensure timely action.
• Assemble and manage project closeout documentation, including as-built drawings, turnover packages, and final project records.
• Serve as the primary point of contact for document control and retention processes across U.S. operations.
• Manage incoming and outgoing communications, including email, telephone, and other correspondence, routing inquiries and responding as appropriate.
• Provide administrative support to the Legal Department, including managing electronic signatures, reviewing outside counsel invoices, maintaining legal credentials, tracking continuing legal education (CLE) requirements, conducting basic research, and supporting additional departmental initiatives.
• Scan, copy, and prepare documents as needed to support legal and project documentation activities.
• Lead, train, and mentor document control personnel, promoting standardized processes and continuous improvement across projects and locations.
• Perform other duties and special projects as assigned.

Skills and Qualifications

• Advanced skills in Microsoft Office, including Word, Outlook, Excel, and PowerPoint
• Typing skills of 60+ wpm
• Excellent communication, written and verbal skills, positive attitude, dependability, flexibility, good judgment, initiative, and professionalism.
• Strong internal and external service skills.
• Ability to meet deadlines, multi-task and handle a high volume of work in a fast-paced environment. Must be detail-oriented with strong organizational skills.

Education/Experience

• High School Diploma or GED
• 5+ years of legal administrative assistant experience preferred
• Experience with document management preferred

Physical Demands of Position

Work is performed in a professional office environment and requires the following during the workday:

• Must be able to remain in a stationary position for long periods of time (working at a computer)
• Repetitive movement (i.e. heavy computer/keyboard use)
• May require occasional light lifting (files, copy paper,)

In addition to the essential functions outlined above:

• Individual in this position will provide additional assistance and support as directed by their supervisor.
• This job description is subject to change at any time.

What We Offer

Competitive compensation, medical/dental/vision coverage, paid PTO, 401(k) with a company match, training, career planning, and more.

Core Values

• Work Safely: Safety is our Culture
• Deliver Return: Earning a fair profit increases our long-term value
• Value People: Take Care of Employees and They Will Take Care of Clients
• Act with Integrity: Honesty Builds Trust
• Provide Solutions: Better Solutions Yield Greater Satisfaction

Equal Opportunity Employer

Fay, S&B USA Construction and all affiliate companies are proud to be Equal Opportunity Employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, age, gender, genetics, veterans' status, or sexual orientation.