Project Support Specialist

Reston, VA, United States

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Thermo Systems is a $100 million-dollar global, full-service control systems integration partner, providing world-class automation solutions within the District Energy, Life Sciences, Mission Critical, and Power Generation markets. From our growing number of office locations, Thermo Systems designs and deploys automation projects throughout North America and Europe.

Job Summary:

The Project Support Specialist plays a crucial role within our Project Management Organization, offering technical and administrative assistance across various projects. Their primary responsibility involves meticulously organizing project documentation to ensure smooth project execution. Furthermore, this role oversees and upholds the Quality Management System that regulates daily operations within the Mission Critical Vandelay business unit.

Education and Experience:

5+ years of experience in project support in roles that rely heavily on comprehensive and accurate details to properly execute projects, preferably in construction.

High school diploma or equivalent.

OSHA certification is a plus.

Duties and Responsibilities:

Key Responsibilities:

Familiarize themselves with the P2000-01 Quality Plan policies and enforce these standards across a vast array of projects.

Prepare, maintain, and organize project documentation according to Quality Management System standards to consistently provide high-quality products to our customers. This involves collaborating with engineers and project team members to solicit input. Liaise with field personnel to validate drawings and revisions.

Support the project team in composing submittals and Requests for Information (RFIs).

Maintain excellent logs of submittals, RFIs and change order logs in our internal file management system.

Generate and distribute reports extracted from our accounting system and archive them in the appropriate project structure.

QA/QC project structure and flag aberrations to the PM.

May be asked to facilitate project-specific administrative tasks at the direction of the PM or leadership team.

Gather and disseminate project-specific document deliverables required by the client for project closeout. Requires collaborating closely with stakeholders to ensure clarity on expectations and specifications. Submit RFIs, submittals, and change orders, and diligently follow up to ensure timely responses from stakeholders.

Collaborate with stakeholders to update and distribute document revisions as needed.

Closely monitor and keep a record of safety documentation, to include Job Hazard Analyses, Daily Hazard Analyses, and site-specific data metrics.

Work closely with the project managers, engineering teams, and stakeholders to facilitate ubiquitous dissemination of project status for the lifecycle of each project.

Identify, and analyze issues, then formulate recommendations to address significant efficiency challenges in our documentation processes.

Required Skills and Abilities:

Excellent interpersonal communication and conflict management skills with a passion for engaging, connecting, and supporting teams.

Thrives in a team-oriented environment.

Master of time management and organizational skills.

Excellent judgment and decision-making; capable of working independently with ability to multitask successfully.

Experience working with SmartSheets is a plus.

OSHA certification is a plus.

As required, expected to be 10%.

Work Authorization/Other Requirements:

Proof of eligibility to work in the country where the position is located is required.

Maintain a valid drivers license.

Fit for Duty at all times

Culture:

Model Thermo Systems core values of employee success, customer success and financial strength by:

Seeking new and additional business through project change orders, additional services to existing customers, and referrals for new customers/projects. Drive financial success.

Be a good teammate, support your colleagues, promote a positive atmosphere for those around you. Drive employee success.

Go the extra mile for your customer, take ownership of their needs, over communicate. Drive customer success.

Foster an environment of integrity, trust, collaboration, professionalism, serving one another, leading by example, and assuming good intent each and every day.

What You'll Get:

Competitive salary, annual bonuses, 401(k) with company match, and business travel reimbursement: We appreciate our employees, and we make sure they know it.

Benefits: We offer full-time employees multiple healthcare packages, including low-cost options.

Casual Dress: Every day is "Casual Friday"; we want you to be comfortable when you come to work.

Training: We offer in-house and factory technical training to keep our staff sharp.

Tuition Reimbursement: We encourage academic advancement and professional credentialing.

Vacation/Sick Time: We believe work-life balance is essential. Ensuring our employees have time to truly relax and recharge is important to us.

Culture & Extras: We provide free lunches, regular team bonding & fun office events, and plenty of company swag.

Thermo Systems provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

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