Seeking a highly organized Documentation Specialist to support an HVAC Preventative Maintenance contract. This role is responsible for creating, organizing, and maintaining all contract-related documentation to ensure compliance, accuracy, and seamless coordination between the field, project management team, and Agency. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced, technical environment.
Key Responsibilities
- Create, update, and maintain documentation related to HVAC preventative maintenance activities, including service reports, inspection logs, asset records, and work orders.
- Ensure all documentation meets Agency standards, contract requirements, and internal quality expectations.
- Track incoming and outgoing documents; maintain organized digital and physical filing systems.
- Review field team submissions for accuracy, completeness, and proper formatting.
- Assist with preparing reports, summaries, and deliverables for Agency review.
- Coordinate with technicians, supervisors, and project managers to collect missing or updated information.
- Maintain version control and ensure timely distribution of updated documents.
- Support data entry, database updates, and electronic document management systems (EDMS).
- Ensure adherence to compliance, safety reporting, and documentation retention schedules.
- Provide administrative support as needed to keep project documentation flowing smoothly.
Qualifications
- Prior experience in documentation management, administrative support, or contract administration preferred.
- Experience supporting technical, maintenance, construction, or facilities-related projects a plus.
- Strong attention to detail and excellent organizational skills.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management platforms.
- Ability to analyze, proofread, and correct documentation for clarity and accuracy.
- Strong written and verbal communication skills.
- Ability to work independently and collaboratively with field and office teams.
- Comfortable handling a high volume of documents and meeting deadlines.