Document Specialist

The Document Specialist is responsible for managing and controlling all paperwork, payroll, and project-specific correspondence to ensure efficient and organized project administration. This role involves maintaining accurate records, coordinating with various departments, and ensuring compliance with regulatory requirements and company policies. This position will be for a industrial manufacturing client estimated project length of one year with possible extension.

Key Responsibilities:

1. Document Management:

• Maintain and organize all project-related documents, including contracts, permits, blueprints, and correspondence.

• Implement and maintain a document management system to ensure easy access and retrieval of information.

2. Payroll Administration:

• Process and manage payroll for construction workers and staff, ensuring accuracy and timely payment.

• Coordinate with the accounting department to resolve any payroll-related issues or discrepancies.

3. Correspondence and Communication:

• Draft, review, and distribute project-specific correspondence, including emails, letters, and reports.

• Act as a point of contact for internal and external stakeholders, handling inquiries and providing updates on project progress.

4. Record Keeping and Compliance:

• Ensure that all project records are accurate, up-to-date, and in compliance with regulatory requirements and company policies.

• Maintain confidentiality and security of sensitive project information.

5. Project Coordination:

• Collaborate with project managers, engineers, and other departments to ensure smooth project administration and communication.

• Assist in scheduling meetings, preparing agendas, and taking minutes as required.

6. Problem-Solving and Improvement:

• Identify and address any administrative issues or inefficiencies in the document and payroll management processes.

• Contribute to the continuous improvement of administrative systems and procedures.

7. Training and Support:

• Provide training and support to staff on document management systems and administrative procedures.

• Stay updated with changes in regulations and best practices in construction administration.

8. Scheduling:

• Keeping up with project schedule using Primavera P6 scheduling software.

1. Education:

• Bachelor's degree in Business Administration, Construction Management, or a related field. An associate's degree with relevant experience is also acceptable.

2. Experience:

• At least three years of experience in construction administration, document management, or a related role.

3. Technical Skills:

• Proficiency in document management software and payroll processing systems.

• Strong organizational skills and attention to detail.

• Knowledge of construction industry standards and regulations.

4. Soft Skills:

• Excellent communication and interpersonal skills.

• Strong problem-solving abilities and a proactive approach to work.

• Ability to manage multiple tasks and meet deadlines.

5. Additional Requirements:

• Experience with construction project management software is a plus.

• Familiarity with labor laws and payroll regulations.

Preferred Qualifications

• Certification in construction administration or a related field.

• Experience with large-scale construction projects.

• Knowledge of project management methodologies and tools.

• Primavera P6 scheduling software.

Firetrol offers competitive wages and top-of-the-line benefits that include health, dental vision, life insurance, short and long term disability, generous paid time off practice and a 401(k) plan with a generous company match and immediate vesting. Additionally, sponsors training and education opportunities. Finally, Firetrol offers career growth opportunities, not just a job.