Project Documentation and Expediting specialist

Project Documentation and Expediting specialist

Location 

Vignate (Italy)

About Us

Ingersoll Rand advances the quality of life by creating comfortable, sustainable and efficient environments.  Our products, systems and solutions increase the efficiency and productivity of industrial, commercial operations, homes, and improve the health and comfort of people around the world.  We have opportunities for career growth through our diverse businesses which manufacture and service many well-recognized brands.

Job Summary

For our CSS division we are looking for a Project Documentation and Expediting specialist who will play a highly operational role within the Project Management organization, ensuring:

Full visibility and control over project documentation

Timely flow of deliverables and monitoring of suppliers’ commitments

Proactive identification of risks related to documentation and material availability

The role is designed to enhance documentation management process, streamline execution and improve predictability across projects. This role also contributes to the development of processes and tools in collaboration with Project Managers and other internal functions.

Responsibilities

• Create, maintain, and update the Master Document Register for all active projects.
• Ensure timely receipt, logging, distribution, and archiving of all project documentation (drawings, technical specs, vendor docs, contracts, bank guarantees, etc.).
• Implement standardized document control procedures across projects.
• Ensure correct versioning, traceability, and compliance with internal standards and external regulations.
• Coordinate document workflows with engineering, suppliers, customers, and internal departments.
• Prepare documentation status reports, including overdue items, bottlenecks, and upcoming deadlines.
• Support audits by ensuring documentation readiness and compliance.
• Monitor project schedules to identify documentation, material, or engineering deliverables at risk.
• Track suppliers’ commitments, planned delivery dates, and actual progress.
• Expedite internal and external stakeholders to ensure on-time availability of documentation, components, and sub-supplier documents.
• Anticipate potential delays and escalate risks with actionable mitigation plans.
• Collaborate with Procurement and Engineering to ensure clarity on priorities and supplier commitments while avoiding operational overlap.
• Provide regular status updates to Project Managers and management.
• Analyze project data and performance metrics to identify trends, generating proactive or corrective actions
• Leverage AI-powered tools to enhance predictive analysis and optimize decision-making processes.

Required Skills and Qualifications

Bachelor’s degree or equivalent experience in document management, supply chain, engineering, or related fields.

Proven experience in document control, expediting, project coordination, or similar roles within manufacturing, EPC, or industrial environments.

Lean knowledge is a plus

Process-oriented and self-directed

Strong verbal, written, and presentation skills

Fluency in English

Degree in Management and Industrial/Mechanical Engineering preferred

Key Competencies

Knowledge of document management systems (e.g., Aconex, SharePoint, Teams, or equivalent).

Familiarity with ERP systems (SAP, Oracle, etc.) for tracking orders and deliveries.

Strong proficiency in Excel and reporting tools.

Understanding of engineering deliverables and basic supply chain processes.

Ability to handle pressure and manage concurrent priorities.

Problem-solving mindset with proactive approach to delays and bottlenecks.

Ability to work both independently and collaboratively in a cross-functional environment.

Adaptability and openness to dynamic work environments.

What we offer

Dynamic international working environment

Smart Working Policy and flexible working time

Welfare program

LinkedIn Learning access

Inclusive and diverse culture that values different backgrounds and experiences