Resume & Document Control Coordinator

Important: This is an English-speaking role. Resumes submitted in languages other than English will not be considered for this position.

Summary

We are seeking a highly organized and detail-oriented Resume & Document Control Coordinator to support resume and personnel document management across multiple divisions of the company. This role is critical to ensuring that employee resumes are accurate, up-to-date, consistently formatted, and tailored to meet client, contract, and project-specific requirements.

Sitting at the intersection of Recruiting, Contracts & Proposals, and Field Operations, this position plays a key role in operational readiness, proposal competitiveness, and compliance with client and agency requirements.

Key Responsibilities
Resume & Personnel Document Management

• Serve as the primary owner and point of contact for all employee resume and personnel profile requests across the organization.
• Maintain standardized resume templates aligned with company branding, client expectations, and proposal requirements.
• Ensure all resumes reflect current roles, project experience, certifications, and credentials, with a high degree of accuracy and consistency.
• Proactively manage version control to ensure teams are always using the most current and approved resume content.

Cross-Functional Coordination

• Act as the liaison between Recruiting, Proposals, and Operations to understand staffing needs, client requirements, and project-specific resume criteria.
• Collaborate with the recruiting team to review, format, and finalize resumes for new hires.
• Partner with field operations and leadership to capture updated project experience, role changes, certifications, and professional milestones.

Proposal & Client Support

• Support the proposals and contracts team by preparing tailored, high-quality resumes for submissions, audits, and approvals.
• Manage deadlines and ensure timely turnaround of resume packages to support proposal schedules and active project needs.

Systems, Directories & Data Integrity

• Develop, maintain, and organize internal resume library.
• Maintain and update employee profiles and resume-related data within the company's CRM and recruiting systems.
• Support continuous improvement of resume management processes, documentation standards, and workflows.

Qualifications & Skills

• Strong proficiency in Microsoft Office 365, particularly Word, SharePoint, and Teams; experience working within structured document libraries is essential.
• Exceptional organizational skills with a strong attention to detail and accuracy.
• Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced, deadline-driven environment.
• Clear written communication skills for internal coordination and client-facing email correspondence; comfort with phone communication is a plus.
• Proven ability to work collaboratively across multiple divisions and adapt to varying project and client needs.
• Experience working in a process-driven or compliance-oriented environment (e.g., proposals, government clients, construction, consulting, engineering) preferred.

What Makes This Role Critical

• Directly supports business development, contract compliance, and project staffing by managing and updating resumes as requested.
• Creates consistency, efficiency, and professionalism across all client-facing resumes and personnel documentation.