Document Controller/Project Admin

Document Controller/Project Admin – Job Description
Location - Port Arthur / Houston 
Duartion - 4 years work 

Reporting Line: Senior Project Director Role Summary The Project Administrator / Document Controller is responsible for managing, controlling, and distributing all project documentation in a structured, accurate, and timely manner. The role ensures that project information is properly maintained, traceable, and accessible to the appropriate stakeholders, with Procore serving as the primary document management and collaboration platform.
This position plays a critical role in supporting project execution by enforcing document control procedures, maintaining data integrity, and promoting consistent use of Procore tools across the project team. Key Responsibilities Project Administration & Document Control

• Support the project team with all project administration and document control activities
• Manage the full lifecycle of project documentation from receipt through review, approval, distribution, and archiving
• Ensure all project documentation complies with contractual, procedural, and quality requirements
• Maintain accurate and auditable records of document receipt, issuance, revisions, and approvals

Procore System Management

• Utilize Procore as the primary document control system for the project
• Manage Procore tools including Documents, Drawings, RFIs, Submittals and the other tools
• Ensure proper version control, metadata accuracy, and document classification
• Support Procore project setup, permissions, folder structures, and workflows
  Promote consistent and effective Procore usage across stakeholders

Document Governance & Reporting

• Follow, enforce, and continuously improve document control procedures
• Monitor document review cycles and response timelines
• Produce document control reports and metrics
• Conduct regular document reviews and audits

Records Management & Quality

• Maintain electronic and hard copy document repositories
• Review documents for accuracy, completeness, and formatting
• Create and maintain document templates
• Maintain confidentiality of sensitive information
• Ensure secure retention and disposal of controlled documents

Communication & Coordination

• Manage document flow within the project team and with external stakeholders
• Ensure timely document distribution to support project milestones
• Identify and report document-related issues or risks

Qualifications & Experience

• Minimum 5 years of experience as a Document Control professional on large EPC or capital projects
• Hands-on experience with Procore strongly preferred (prior experience with Documentum or Box is a plus)
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Minimum Associate Degree required
• Strong organizational, communication, and coordination skills

Key Competencies

• Procore system expertise and user support
• Strong understanding of document control best practices
• Ability to manage high document volumes
• Attention to detail and document traceability
• Commitment to compliance and continuous improvement

Ideal candidate must live close to Houston or Port Arthur Area

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.