Project Support Specialist

Project Support Specialist

Our client is seeking a talented and detail-oriented Project Support Specialist to join their team in Downers Grove, IL. This position will provide critical project support through document control, records management, and administrative coordination activities. The ideal candidate will have strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced engineering project environment.

The Project Support Specialist will be responsible for maintaining project documentation systems, supporting document workflows, coordinating information between project teams, clients, and vendors, and ensuring project records are accurate, organized, and compliant with established procedures.

Responsibilities

• Manage project documentation activities, including document creation, review, approval, revision tracking, distribution, and secure archival.
• Maintain document naming conventions, classifications, metadata, revision history, and version control.
• Issue document transmittals and maintain official project records.
• Maintain project record-keeping systems and ensure document management practices align with project requirements.
• Monitor, track, and report the status of project documents and deliverables to support schedule, cost, and quality objectives.
• Establish and maintain document control procedures for engineering and project documents, including file types, naming standards, and revision control.
• Receive, review, log, and distribute incoming and outgoing documentation, including drawings, specifications, RFIs, submittals, transmittals, procedures, reports, and correspondence.
• Ensure project documents meet formatting, revision, and quality standards.
• Communicate with clients, vendors, and internal engineering teams regarding document requirements and submission schedules.
• Work within multiple Electronic Document Management Systems (EDMS).
• Provide administrative support to project teams, including maintaining electronic files and supporting document needs for clients and suppliers.
• Assist with preparation for client meetings, including scheduling conference rooms, coordinating meeting materials, organizing documents, and preparing correspondence.
• Utilize Microsoft Office Suite and other office technology to support daily project activities.
• Operate standard office equipment and assist with general administrative tasks.
• Perform other duties as assigned.

Qualifications

• High School Diploma or GED required.
• 1–3 years of experience in project support, document control, records management, or a related field.
• Strong attention to detail with the ability to prioritize and manage multiple deliverables.
• Proficiency with Adobe Acrobat and Microsoft Office Suite, including SharePoint, Word, and Excel.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills with the ability to maintain accuracy while meeting deadlines.
• Ability to identify issues, understand contributing factors, and assist with resolving complex situations.
• Self-motivated and dependable with the ability to work independently and as part of a team.
• Strong professionalism, accountability, punctuality, and commitment to maintaining high-quality work standards.

Preferred Qualifications

• Associate or Bachelor's degree preferred.
• 1–3 years of document control or project support experience within an engineering, construction, or technical business environment.
• Experience using Document Management Systems or database systems; experience with Aconex is a plus.
• Familiarity with engineering documents, deliverables, and project filing processes.
• Experience with file-sharing platforms, including uploading, downloading, and managing compressed files (ZIP files).

Physical Requirements

• Ability to communicate effectively in person, by telephone, email, video conferencing, and through various software systems.
• Ability to work in a professional office and project team environment.

No third-party recruiters or agencies. No Corp-to-Corp (C2C) arrangements will be considered. Any unsolicited resumes submitted by agencies will be considered the property of Aspen Technical Staffing.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.