Project Support Specialist

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Thermo Systems is a global, full-service control systems integration partner, delivering world-class automation solutions in the District Energy, Life Sciences, and Mission Critical markets. Our diverse leadership and dedicated engineering team are committed to excellence and consistent growth. Our unique company culture, known as "The Thermo Way," strengthens our team by fostering an environment where all members perform their best.

Our commitment to being unified, dynamic, and delivering excellence is evident in how we build trusting relationships through connection and camaraderie, ability to adapt, and focus on integrity and success. These values guide our daily operations and interactions, setting the standard for our team's behavior. As we continue to grow and evolve, "The Thermo Way" supports our goals of becoming a world‑class organization, ensuring employee success, customer success, and financial strength.

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.

Organizing project documentation, recording meeting minutes, daily review of engineering/scope change documentation while maintaining a log and communicating changes to the appropriate personnel, and assisting Project Managers in their duties.

• 5+ years of experience in project support in roles that rely heavily on comprehensive and accurate details to properly execute projects, preferably in construction, or a Bachelor's of Science in a business‑related field.
• High school diploma or equivalent.
• OSHA certification is a plus.

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.

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