Project Coordinator - Document Control Specialist

PURPOSE OF POSITION

Lellyett & Rogers (L&R) is seeking a Project Coordinator - Document Control Specialist to join our growing Facility Information Services (FIS) division. Our team manages critical documentation for more than 1,500 healthcare facility construction projects nationwide.

This role combines document control, project coordination, and account management. The specialist serves as a consistent point of contact for assigned clients while helping manage active projects, maintain strong relationships, identify documentation needs, and provide timely, accurate support.

Working on behalf of healthcare owners, the FIS team collaborates with architects, engineers, contractors, and facility teams to collect, organize, and distribute documentation that supports safe daily operations and long-term facility maintenance.

WHY THIS ROLE MATTERS

Your work helps keep patients and healthcare staff safe within the built environment. While we are not the ones curing cancer, we proudly support the facilities and people who do.

DUTIES & RESPONSIBILITIES

Account Management & Client Relationships

• Manage assigned client accounts and serve as a primary point of contact for day-to-day project and documentation needs.
• Maintain regular communication with clients regarding active projects, upcoming needs, priorities, outstanding documentation, portal usage, and follow-up items.
• Build strong working relationships with facility contacts, architects, engineers, contractors, and other project stakeholders.
• Evaluate client needs, gather feedback, support portal users, and communicate service opportunities or concerns to FIS leadership.

Document Control & Quality Assurance

• Prepare documentation and perform quality assurance before publishing information to the document portal.
• Rename files, bookmark O&M manuals, perform OCR, organize deliverables, and complete required document attributes.
• Distribute digital information to appropriate stakeholders and manage user permissions for facilities, projects, and documentation.

Project & Closeout Management

• Stay informed on the status of projects within assigned accounts and proactively follow up on outstanding items.
• Communicate with industry professionals to collect drawing packages, closeout documentation, and other required project information.
• Audit submissions, identify missing items, contact responsible parties, and ensure each project has a complete and accurate documentation or closeout package.
• Maintain consistent follow-up with project teams through closeout completion.
• Ensure each project includes a complete and accurate documentation package.
• Access and utilize third-party platforms to collect and distribute project information.
• Rename files appropriately, bookmark O&M manuals, perform optical character recognition (OCR), and organize deliverables.
• Distribute digital information to appropriate project stakeholders.
• Manage user permissions for facilities, projects, and documentation within the portal.

CLIENT SERVICE & BUSINESS DEVELOPMENT

• Identify opportunities to expand services within existing accounts and maintain awareness of upcoming client projects.
• Support customer retention through proactive communication, responsive service, and consistent follow-up.
• Communicate client needs, opportunities, and feedback to FIS leadership.

SKILLS & REQUIREMENTS

Client & Communication Skills

• Account management, customer service, or client relationship experience.

• Strong written and verbal communication skills with the ability to build and maintain professional relationships.

• Customer-service mindset and confidence working directly with clients and project stakeholders.

Organization & Project Management

• Strong attention to detail and excellent organizational skills.

• Ability to manage multiple accounts, projects, and competing priorities.

• Proactive follow-up and problem-solving skills.

Technical & Professional Skills

• Proficiency with Microsoft applications and adaptability in a fast-paced environment.
• Familiarity and experience with AutoCAD
• Willingness to learn and pursue CSI, CDT certification.

Teamwork

• Team-oriented approach with the ability to collaborate effectively with internal teams, clients, contractors, architects, engineers, and other project stakeholders.

BENEFITS

Medical Insurance • Dental Insurance • Vision Insurance • Life Insurance • 401(k) Retirement Plan