Policy and Procedure Coordinator

Title: Policy and Procedure Coordinator Reports To: Strategic Operations Coordinator Job Category: QE-Office

Classification: Full-Time Exempt (Salaried)

Role Summary: The Policy and Procedure Coordinator is responsible for overseeing the development, implementation, maintenance, governance and compliance of the Company's Corporate Document Library, including policies, procedures, operating procedures, forms, and related reference documents. This role ensures that all Company documents remain current, accurate, and aligned with legal requirements, industry standards, and organizational goals, while promoting operational efficiency and risk mitigation. The Policy and Procedure Manager serves as an advisor to leadership, coordinates cross-departmental efforts, and serves as the primary point of contact for policy-related inquiries. The Policy and Procedure Manager will oversee document designers and translators who assist with the design of Company documents.

Essential Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Maintain the Company's corporate document library, ensuring that all documents are routinely reviewed and updated with accurate content.

• Collaborate with the Chief Information Officer and Strategic Operations Coordinator to prioritize the Company's corporate document needs.

• Prepare and distribute a weekly report to the executive team, senior leadership, and department managers summarizing the status of the corporate document library.

• Partner with leadership to develop operational procedures across all departments, ensuring operational efficiency and compliance with industry best practices, legal requirements, and governance standards. This includes documenting current processes, recommending improvements for efficiency and accuracy, designing operational procedures, and monitoring compliance through audits and reporting.

• Use the Company's policy and procedure management platform, PolicyTech, to manage the lifecycle of corporate documents, including review, approval, publication, distribution, and version control.

• Use PolicyTech, the employee portal, and corporate communication platforms to keep employees informed of new and revised policies, securing employee attestations when necessary.

• Assign content to document designers and translators as needed and oversee routing of new content through PolicyTech for review and approval by Senior Leadership.

• Monitor compliance with policies through audits, reviews, and reporting; track metrics for policy effectiveness and drive continuous improvements.

• Provide guidance and support to employees on policy interpretation.

• Ensure that corporate documents are readily available for external auditors, legal teams, and regulators as needed.

• Develop and deliver training sessions or guidance materials to help employees understand new or revised policies.

• This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may change at any time with or without notice.

Qualifications

• Bachelor's degree in business administration or a related field; master's degree is a plus. Equivalent experience in policy and procedure administration may be considered in lieu of a college degree.

• Strong interpersonal skills with the ability to influence and collaborate across all levels of the organization.

• Project management skills for overseeing document life cycle projects and efficiency initiatives.

• Experience in change management and training/facilitation to support employee adoption of new or revised policies.

• Exceptional written communication skills,with a proven ability to draft and refine policies and procedures with logical flow and thorough content.

• Exceptional editorial and proofreading skills required.

• Advanced Microsoft 365 skills are required; certifications in Word, Excel, and PowerPoint are preferred.

• Familiarity with NAVEX Global's policy and procedure management platform, PolicyTech, a plus.

• Proven ability to see comprehensive projects to completion.

• Ability to manage a team of document designers, writers, and translators.

• Broad knowledge of the civil construction industry a plus.

• Integrated Policy Management Professional Certification (IPMP) advantageous.

• Must pass pre-employment drug test and background screening in accordance with applicable federal, state, and local laws.

Working Conditions and Physical Requirements

• Ability to move objects weighing up to 15 pounds.

• Ability to sit at a desk for extended periods of time as needed to perform essential job duties.

Benefits

• Competitive Pay

• Stable, full-time work in a secure, climate-controlled office setting.

• A supportive team and forward-thinking company culture.

• Paid Holidays & PTO

• Medical and Dental Insurance

• Vision, Accident, Critical Illness, and Hospitalization Insurance Options

• Short-Term Disability (Company-Paid)

• Life Insurance (Company-Paid)

• Additional Voluntary Life Insurance Options

• 401K with company contribution match

• Career Advancement Opportunities

Positive Work Environm