Job Summary:

The Document Clerk is responsible for the systematic processing, filing, and distribution of all project-related documents. This role ensures that the correct versions of drawings, specifications, and correspondence are available to the right personnel in a timely manner.

Key Responsibilities:

• Document Control: Receive, log, and distribute all incoming and outgoing correspondence, including technical submittals, RFIs (Requests for Information), and shop drawings.
• Filing: Maintain a centralized electronic and physical filing system that ensures easy retrieval and security of records.
• Version Management: Ensure that obsolete documents are removed from circulation and replaced with the latest approved revisions.
• Transmittals: Prepare and issue formal transmittals for document submissions to clients, consultants, and subcontractors.
• Archiving: Assist in the close-out process by compiling Operation & Maintenance (O&M) manuals and as-built drawings for handover.
• Quality Check: Review documents for formatting and ensure all required signatures/approvals are present before processing.
• Support: Provide general administrative support, including photocopying, scanning, and answering phone calls.

Qualifications & Requirements:

• Education: High School Diploma or Associate Degree. A degree in Office Administration/Management is a plus.
• Experience: 1-3 years of experience in document control, preferably in the construction or engineering industry.
• Technical Skills: High proficiency in Microsoft Office (Word, Excel) and familiarity with Document Management Systems (e.g., Aconex, SharePoint, or Procore).
• Attention to Detail: Strong ability to spot discrepancies in numbering, formatting, or revision statuses.
• Soft Skills: High reliability, excellent organizational skills, and the ability to work under pressure to meet deadlines.

• Document Control: Receive, log, and distribute all incoming and outgoing correspondence, including technical submittals, RFIs (Requests for Information), and shop drawings.
• Filing: Maintain a centralized electronic and physical filing system that ensures easy retrieval and security of records.
• Version Management: Ensure that obsolete documents are removed from circulation and replaced with the latest approved revisions.
• Transmittals: Prepare and issue formal transmittals for document submissions to clients, consultants, and subcontractors.
• Archiving: Assist in the close-out process by compiling Operation & Maintenance (O&M) manuals and as-built drawings for handover.
• Quality Check: Review documents for formatting and ensure all required signatures/approvals are present before processing.
• Support: Provide general administrative support, including photocopying, scanning, and answering phone calls.

• High proficiency in Microsoft Office (Word, Excel)
• Familiarity with Document Management Systems (e.g., Aconex, SharePoint, or Procore)
• Strong ability to spot discrepancies in numbering, formatting, or revision statuses
• High reliability
• Excellent organizational skills
• Ability to work under pressure to meet deadlines

• High School Diploma or Associate Degree
• A degree in Office Administration/Management is a plus
• 1-3 years of experience in document control, preferably in the construction or engineering industry