Project Coordinator

LOCATION: COLOMBIA, TUNJA / BUCARAMANGA

Role Overview

The Project Coordinator & Document Control Specialist owns the coordination, control, and delivery of project documentation required for complex Control System projects including manufactured and fabricated customer orders. This role ensures all customer and internal documentation packages are accurate, complete, traceable, approved, and delivered on time.

You will manage the controlled document environment (processes, templates, numbering, revision control, permissions, and distribution) while also supporting day-to-day project coordination, deliverable planning, schedule tracking, action-item follow-up, status reporting, and communication across Sales, Engineering, Operations, and Quality.

Key Responsibilities

Project Controls & Coordination

  • Coordinate documentation scope, deliverables, and required submittals for complex customer orders.
  • Lead project kickoffs to align stakeholders on deliverables, due dates, responsibilities, workflows, and customer requirements.
  • Build and maintain project controls tools including:
      • Deliverable lists / document registers
      • Action-item and decision logs
      • Submittal/approval trackers (customer review cycles)
      • Simple schedule trackers (milestones, documentation deadlines, long-lead items)
  • Risk assessments
  • Serve as the central point of contact for documentation-related project status.
  • Escalate risks such as missing inputs, overdue approvals, or scope changes.
  • Coordinate cross-functional inputs from Engineering, Quality, Operations, Sales, and Supply Chain.
  • Ensure customer-facing documentation follows required formats, templates, and submission rules.
  • Support Sales/Proposal team during quotation phases by reviewing/documenting required deliverables.
  • Provide document-control administrative support to internal teams.
  • Prepare and compile final documentation packages
  • Assist in schedule creation and tracking project document milestones.
  • Train and support internal teams on document control workflows and best practices.

Customer & Vendor Engagement

  • Communicate directly with customers and suppliers regarding documentation requirements, updates, and submissions.
  • Ensure compliance with customer documentation schemes, including:
  • Documentation accuracy and formatting rules
  • Use of customer portals when required
  • Maintain accurate records of document submissions, revisions, and distribution history.

Skills & Competencies

  • Highly organized with excellent time-management and follow-through.
  • Strong attention to detail (revisions, status, logs, accuracy).
  • Effective communicator across Engineering, Operations, Quality, Sales, and customers.
  • Comfortable owning documentation systems and training others.
  • Customer-focused, adaptable, and pragmatic.
  • Preferred: Experienced with modern project/work management tools (Open Projects, Project Planner, MS Suite including MS Project, Smartsheet, etc.).
  • Experience delivering ICS projects in the Oil & Gas or Water & Wastewater (W&WW) industry is strongly preferred.
  • Ability to work cross-functionally without direct authority.

Education & Experience

Education:

  • Associate degree in Engineering, Business, or related field preferred (or equivalent experience).

Experience:

  • 2+ years in a combined document control and project coordination/project control’s role, logistics, contract management. (engineering /oil & gas/water and wastewater preferred)
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