Project Assistant - Document Control

Summary of the Role

Actively participate within the project management team, with emphasis on the execution of document control, project procurement, supply chain management, and coordination of shipping and logistics.

• Responsible for leading, organizing, and distributing, all project documents, including drawings, contracts, specifications, and correspondence. Ensures that all documents are accurately recorded, filed, and distributed to the appropriate internal & external parties, maintaining document control systems, tracking revisions and updates, and ensuring compliance with company, client, and industry standards. Supports Project Managers with documentation requirements, review of client specifications/requirements and timely notification to all relevant collaborators.

• Supervise and maintain 3rd party supplier bids & purchase orders, coordinate shipping & logistics documentation, track & supervise incoming shipments including customs & clearing status, and keep PM group closely informed of related schedules, risks, and opportunities.

• Coordinate with international and domestic logistics agencies. Conduct regular evaluations of supplier proposals against established project budgets to achieve efficient mix of price, delivery terms, and overall quality.

• Coordinate multi-discipline activities and inputs throughout the full procurement cycle, from the development of an inquiry, execution of purchase orders, and verification of delivery.

• Supply key support as a team member of the project management department and provide the highest level of customer service to both internal and external clients.

Tasks and Responsibilities

• Support the project management department in project kick-off / closeout activities and document submittal process. This will include general document control responsibilities.

• Project Document Control

• Document register management, Document data entry, Data revision control, typing, filing, scanning, copying, submissions to internal and external collaborators, and other admin tasks related to control of project documents and data.

• Draft, organize, scrutinize, and deliver, formal documentation associated with the logistics, customs clearing, and timely delivery of Trelleborg marine fender projects.

• draft, organize, scrutinize, and deliver, formal requests for quotation from our supply chain network. This will include evaluation and assessment of returned offerings and proposals.

• Participate in the evaluation / negotiation of supplier contracts with goal to meet or beat established project budgets and realize improved profitability.

• Provide clerical support to draft and prepare project execution plans, schedules, and regular updates. Revise plans as appropriate to meet changing needs and requirements.

• Assist in tracking project phasing and communication with internal accounting team when client payment milestones are triggered. Provide updated information and clear communications with our clients.

• Assist PM team in preparation of content, updates, and documentation, vital to facilitate effective team and client meetings.

Education and Experience

Level of education: High School diploma (minimum), Associates degree (preferred), 4-year University degree (highly preferred).

Experience: Minimum 1-3 years general project support and/or document control experience, preferably within an engineering, construction, or manufacturing environment. Shipping & logistics, and/or maritime operations experience (highly preferred).

Communications: English language (Required). Bilingual

• Spanish (highly preferred)

Competencies

• Teammate accustomed to working within dynamic office environment

• Effective Communication skills (verbal, written, digital)

• General technical writing skills

• Computer literate with proficiency in Microsoft platforms (Word, Excel, PowerPoint, Outlook, etc)

• Experience in ProCore, Aconex, D365 or similar data management platforms

• Handles all work flows in Organized & Detail Oriented manner.

• Proven track record of Diligent, Timely & Reliable performance

• Basic negotiation and contract administration skills (preferred)

• Motivated and ready to be trained (OJT)

• Familiarity with Project & procurement management activities and processes (preferred)

• Familiarity with Shipping & Logistics activities, documentation, and processes (preferred)

Key Interfaces and Collaborators

Externally:

• Collaborate with clients, partners, and customers

• Collaborate with supply chain and subcontractors

• Collaborate with shipping and logistics service providers

Internally:

• Collaborate with Director of Projects

• Collaborate with Project managers

• Collaborate with Sales Director and Sales Team

• Collaborate with Engineering technical team

• Collaborate with Trelleborg factory management and staff

• Collaborate with Regional President and local management team

Geography to cover and Travel requirements

• 100% In-office position (M-F)
• Local / US domestic travel may be required on occasion (Rare)

Behavioral Characteristics

• Collaborative and positive teammate

• Strong work ethic, with desire to progress further in career

• Intuitive and aware

• Effective communicator

• Responsible and accountable

• Integrity

• Transparent & trustworthy

Trelleborg Marine Systems North America, Inc is an equal opportunity employer that does not discriminate in employment based on race, religion, sexual orientation, national origin, political affiliation, disability, age, marital status, medical history, parental status or genetic information. Comprehensive benefit package included for all employees including paid time off and paid holidays, medical, dental and vision insurance and retirement plan.