Office Manager - Document Controller

About Us
We are proud to be part of the Quanta Services family of companies, a Fortune 500 leader in specialized infrastructure solutions for the electric power, pipeline, renewable energy, communications, and utility industries. As a Quanta company, we combine the strength, stability, and resources of an industry leader with the agility and close-knit culture of a local team. Our employees have the opportunity to build meaningful careers while contributing to projects that help power and connect communities across North America.

General Summary:  this position is responsible for managing and safeguarding project documentation for oil and gas construction projects while providing administrative support to project teams. This role oversees document control, office operations, employee timekeeping, and the processing of submittals, transmittals, and T&M tickets to ensure accurate documentation, efficient operations, and timely project billing.

Essential Functions:

• Manage and maintain project documents, including drawings, submittals, vendor data, QA/QC records, and project correspondence.
  
• Maintain document control, version control, and distribution through the EDMS.
• Process and track submittals, transmittals, RFIs, and approvals.
• Generate document status reports and assist with final turnover documentation and as-built records.
• Provide administrative support to project managers and field teams.
• Coordinate general office operations, including filing, supplies, scheduling, and recordkeeping.
• Process employee timekeeping and ensure timely payroll submissions.
• Review, track, and submit Time & Material (T&M) tickets for client approval and project billing.
• Ensure compliance with company procedures, client requirements, and project standards.
• Perform other administrative and project support duties as assigned.
  

Competencies:

• Communication - Actively listens and provides regular, consistent and meaningful information and expresses the message effectively by organizing and delivering information appropriately.
• Customer Service - Commitment to delivering high quality produce and service by adjusting priorities, anticipating and meeting the needs of the customer and continuously striving to ensure their satisfaction.
• Planning and organizing - Determines priorities, schedules activities allocating and using resources effectively and efficiently.
• Initiative - Recognizes, plans and acts appropriately on one’s own to upcoming problems or opportunities and/or does more than is expected or required within his/her scope of work.
• Analytical – Using a logical reasoning process to break down and work through a situation, data, or problem to arrive at an outcome.
  
  

Educations/Experience:

High School Diploma combined with experience to managing multiple tasks and projects. Minimum of 3 years administrative experience. Expert in computer usage including Microsoft Office and the Internet.

Work Conditions: Conditions described below are representative of those that must be met by an employee to successfully and safely perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities.

Environment: Regular work schedules that includes Satruday and Sunday as needed. However, overtime may be required if necessary to complete projects or specialized training. This position works majority in a climate-controlled office. Occasional travel, including overnight, may be required. Occasionally wears site-required PPE.

Physical: This position is defined as Light. Work involves exerting up to 20 pounds of force occasionally using any combination of body, hands, fingers, arms, legs, or feet to complete work. Walking and standing, and sitting to a significant degree.

Other: This position requires reliable transportation.

This is a project based role that is expected to last several years.