Remote Project Coordinator, Document Control Specialist

Summary

Join us in empowering change as a Project Coordinator/Document Control Specialist at Energy Vault, where you will coordinate project activities, manage company documents, and ensure compliance with document management procedures.

Requirements

• 5+ years of experience in project coordination and document control
• Certification in records management procedures and standards
• Proficiency in Document Management software (Procore/InEight/Team Binder) and Microsoft Office Suite
• Excellent verbal and written communication skills, with attention to detail
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)

Responsibilities

• Assist project managers in developing and maintaining project schedules, meeting minutes, and other project documentation
• Coordinate with clients, contractors, and vendors to ensure timely delivery of project milestones
• Monitor project progress and report on any issues or delays
• Using Procore/InEight/Team Binder (as required for project specific), re-create safety incidents, create tasks, create and administer punch list items, review and complete daily logs, enter specifications, upload Photos, create meeting minutes and process, track and distribute project RFIs and Submittals
• Complete ad-hoc projects, including potentially PowerPoint slide creation, Excel spreadsheets, Outlook emails, Word docs, and proofreading
• Store, manage, scan, image, organize, track, and maintain project documentation
• Develop procedures for transferring digital files to the Document Management System (DMS) libraries for customers and vendors
• Ensure that document management processes meet legal and customer requirements
• Convert selected hard copy files to electronic format
• Train and assist team members in the use of document management software
• Retrieve documents in storage areas upon request
• Respond to requests for documents and distribute them as needed
• Create templates and establish record retention timelines, registers and manage overall document revision control
• Ensure all documentation meets formal requirements and required standards
• Prepare and process Requests for Information (RFIs) from engineering contractors, while updating and maintaining the status and registers
• Assist in the preparation of daily, weekly, monthly, six-monthly, annual, and ad-hoc reports as required for internal stakeholders and customers, including the Victorian Local Jobs First (LJF) policy
• Prepare end-of-contract verification reports to confirm Local Jobs First outcomes

Benefits

• Annual bonus plan
• Restricted Stock Units (RSUs)
• 11.5% Superannuation
• Reimbursement for home office equipment, phone, and internet expenses
• 20 days annual leave