Documentation Specialist

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.