Knowledge Management Specialist

Compensation Range

$26.66 - $39.95 Hourly Rate

Job Description Summary

Contribute to the efficiency, effectiveness, and overall performance of the Strategic Pursuits and External Communications teams through capturing, developing, maintaining, and sharing the organization’s knowledge assets including project data management, staff history and profile management, cross departmental data coordination, and firm profile management.

Job Description

POSITION RESPONSIBILITIES AND DUTIES

Project Data Management

• Implement the company’s Project Data Capture Process to collaborate with Project Teams involved in ongoing and completed projects; understand and capture the key details, milestones, and outcomes of each project.
• Prioritize the types of project data that are valuable for marketing purposes and in compliance with the required fields in the company’s CRM database including, but not limited to, project descriptions, scope of work, client information, project location, key milestones, project duration, and any unique features or challenges encountered.
• Capture key insights, lessons learned, and success stories from each project. Highlight unique challenges overcome, innovative solutions implemented, or exceptional outcomes achieved.
• Input the collected project data into the CRM database. Organize the data in a structured format, categorizing it based on project type, location, client industry, or other relevant criteria for easy retrieval and analysis.
• Verify the accuracy and completeness of the entered project data. Cross-check the information with project managers or other stakeholders to ensure accuracy and consistency.
• Ensure that all necessary permissions are obtained for using the information collected for marketing purposes.
• Regularly update the CRM database with new project data and revisions as projects progress or new projects are initiated. Ensure that outdated or redundant information is archived or removed to maintain data integrity.
  
  

Staff History and Profile Management

• Utilize company’s CRM database Publisher Module to collect, organize, and maintain employee data and profiles with current roles, responsibilities, and employment history details.
• Ensure all employee information is formatted and labeled consistently for easy retrieval and review.
• Implement process for all incoming team members to capture and centralize prior employment history.
• Regularly update the database to reflect new applicants and remove outdated or irrelevant resumes.
• Implement and maintain robust search functions to quickly find resumes based on keywords, skills, qualifications, and other criteria; use tagging and metadata to enhance searchability.
• Ensure the database complies with data protection regulations and company policies regarding privacy.
  
  

Cross-Departmental Data Maintenance

• Identify and gather all relevant corporate information, data, and statistics related to Swinerton’s shared business services including, but not limited to, legal, insurance, finance, safety, risk, and corporate responsibility.
• Categorize and structure information in a way that is easily accessible and understandable to the Strategic Pursuits team and others; utilizing knowledge management tools or databases to create a centralized repository of information (in accordance with all approved company processes and platforms).
• Facilitate the sharing of information, i.e., organizing regular meetings, training sessions, or workshops to disseminate knowledge and best practices. May include developing internal communication channels or platforms to ensure the team has easy access to relevant information. All such recommendations must be approved by department managers and adhere to Swinerton’s company standards.
• Identify content gaps, coordinate content creation efforts, and ensure that marketing materials are accurate, consistent, and aligned with the company's messaging.
• Participate in national Proposal Closeout efforts to harvest new marketing information obtained during the pursuit; ensuring this information is updated in Unanet CRM or other centralized database(s) or information platforms.
• Ensure that data collection and handling comply with relevant data protection and privacy regulations.
  
  

Other Responsibilities As Assigned.

MINIMUM SKILLS AND EXPERIENCE

• Bachelor's degree in a relevant field such as marketing, communications, English, business/professional writing, journalism, library sciences, etc.
• 2 to 4 years of relevant experience.
• Experience with content management systems, document management, and database management is a plus.
• Previous experience in the AEC industry, specifically in proposal management, is highly beneficial.
• Display strong project management capabilities.
• Ability to manage multiple projects simultaneously, prioritize tasks, consistently meet established deadlines, and work effectively under pressure in a fast-paced environment.
• Meticulous attention to detail to ensure accuracy and consistency of data/assets.
• Excellent writing and editing skills to create compelling content for proposals, adhering to brand voice and style guidelines.
• Strong interpersonal skills to work with various departments and facilitate knowledge sharing.
• Ability to lead and work within cross-functional teams.
• Ability to work collaboratively as part of a marketing team, as well as independently with minimal supervision, demonstrating flexibility, adaptability, and a positive attitude.
• Strong analytical skills to identify knowledge gaps and develop strategies to fill them.
• Problem-solving skills to address challenges in knowledge dissemination and usage.
• Commitment to staying updated with the latest trends and technologies in knowledge management and the AEC industry.
• Develop and maintain a strong level of business literacy about Swinerton’s organizational structure, affiliates, strategic initiatives, and culture.
• Strategic mindset to enhance knowledge sharing and innovation within the company.
• Exemplify unwavering accountability in executing assigned duties and responsibilities.
• Professional judgment and discretion.
• Ability and willingness to travel.
  
  

Summary Of Benefits

This role is eligible for the following benefits: medical, dental, vision, 401(k) with company matching, Employee Stock Ownership Program (ESOP), individual stock ownership, paid vacation, paid sick leave, paid holidays, bereavement leave, employee assistance program, pre-tax flexible spending accounts, basic term life insurance and AD&D, business travel accident insurance, short and long term disability, financial wellness coaching, educational assistance, Care.com membership, ClassPass fitness membership, and DashPass delivery membership. Voluntary benefits include additional term life insurance, long term care insurance, critical illness and accidental injury insurance, pet insurance, legal plan, identity theft protection, and other voluntary benefit options.

Anticipated Job Application Deadline

06/30/2025