Project Coordinator (Document Controller)

Project Coordinator (Document Controller)

Composed of Chromalox, Durex Industries, Vulcanic, and Thermocoax businesses, Electrical Thermal Solutions (ETS), part of Spirax Group, creates electrical process heating and temperature management solutions, including industrial heaters and systems, heat tracing, and a range of component technologies. At Chromalox, we build advanced thermal technologies for the world's most challenging industrial heating applications. Headquartered in Pittsburgh, Pennsylvania, we got our start with an innovative solution 100 years ago when a self-taught engineer invented the first metal-sheathed resistance heating element. It was this then-advanced thermal technology that launched an entire industry. We excel in industries that have high expectations. We are acknowledged as experts at delivering solutions that exceed specifications, limit risk, and reduce operating costs. Join us as we continue to provide solutions to our customers and the world!

The Role

This position is responsible and accountable for managing the intake, distribution, and control of all project documentation from customers and suppliers, while coordinating internal and external deadlines for document deliverables. The role monitors document flow maintains accurate records of all document inputs and outputs, and ensures control of engineering, testing, and project-specific documentation throughout the project lifecycle. In addition, the Project Document Control Coordinator applies independent judgment to ensure documentation processes are compliant, efficient, and aligned with contractual and operational requirements. The role identifies risks, improves workflows, and supports informed decision-making by maintaining accurate and timely documentation, influencing project outcomes through collaboration with internal stakeholders, customers, and suppliers.

Your Responsibilities

• Performs document control functions within the Company's Document Management System while establishing and maintaining standardized processes that support project execution.
• Coordinates all project documentation; maintains revision control on all submittals and returns; ensures proper record retention in alignment with internal controls and contractual requirements.
• Confers with production personnel and cross-functional teams to resolve documentation issues and recommends solutions that minimize project risk and delays.
• Tracks, monitors, and analyzes revision cycle times; identifies inefficiencies and implements process improvements to enhance turnaround and accuracy.
• Ensures all documentation flows in accordance with established project deadlines and proactively escalates risks or delays with recommended corrective actions.
• Maintains and updates document control systems to support technical and commercial decision-making across project teams.
• Performs document quality assurance reviews on incoming and outgoing documentation; identifies gaps, trends, and opportunities for process optimization.
• Customizes documentation approaches based on project-specific requirements, customer expectations, and contractual obligations.
• Prepares and reviews customer submittals, ensuring completeness, accuracy, and alignment with project scope and technical requirements.
• Analyzes technical documentation from customers and suppliers to determine suitability, completeness, and compliance with project specifications.
• Generates reports, presentations, tables, and metrics to support project visibility and inform decision-making.
• Edits and organizes equipment manuals and technical documents, ensuring clarity, consistency, and readiness for engineering and project management review.
• Prepares and submits Project Databooks in accordance with contractual and customer requirements, ensuring accuracy and timeliness.
• Organizes and revises documentation processes to reduce errors, prevent rework, and improve overall document lifecycle efficiency.
• Serves as a subject matter resource for document control processes and provides guidance to project teams on best practices, standards, and tools.

Requirements

Two (2) year technical degree, diploma, or global equivalent preferred. Experience in a Document Control role preferred, but not required. Familiarity with database management, Microsoft office software including MS Projects & SharePoint document origination. Demonstrated experience developing processes, policies, or systems in a business environment. Strong knowledge of document management systems and workflow optimization. Expected travel time < 10% Ability to manage multiple complex projects simultaneously. Strong analytical and organizational skills.

Competencies & Behavior Attributes: Customer Focus Integrity, Courage, Honest communications Develop trust, collaboration and team work Influence, Effective cross-functional communications skills Results oriented transformational leader Prioritization and Planning Exceptional interpersonal communication & presentation skills General project management and computer skills. Strategic Thinking & Problem Solving Independent Judgment & Decision-Making

At Chromalox, we are not just an employer but a champion of equal opportunities and inclusivity. We are dedicated to fostering a workplace that adheres to the highest hiring standards and is free from discrimination and harassment. Chromalox is an equal opportunity employer; our commitment extends to all aspects of employment, ensuring that no individual is mistreated or discriminated against based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as defined by federal, state, or local laws.