Job Description

Summary :

We are seeking a highly organized and detail-oriented Project Document Control and Management Specialist to manage project documentation throughout its lifecycle. This role involves generating contracts, purchase orders, and change orders, as well as overseeing the subcontractor billing process. The ideal candidate will also track project progress through RFIs, submittals, and change orders while supporting project managers and ensuring compliance with contract-related functions. The position is based in Morristown, NJ and may require on-site presence at project locations, with flexibility for remote work.

Responsibilities :

• Oversee project document control from inception to close-out.
• Generate and manage contracts, purchase orders, and change orders for subcontractors.
• Receive and process monthly subcontractor billing and ensure timely submission of invoices.
• Manage and track project bidding process, including distribution of documents, follow-ups, and RFIs.
• Track and process Requests for Information (RFIs), submittals, change orders, and other relevant documentation.
• Maintain accurate logs of contracts, invoices, change orders, and related project documentation.
• Serve as a liaison between Project Managers, accounting team, and consultants.
• Review and verify vendor invoices for accuracy before submitting for Project Manager approval.
• Manage subcontractor liability insurance, ensuring coverage meets project requirements.
• Coordinate the collection and tracking of close-out documents, including lien waivers.
• Assist in the construction permit filing process.
• Chair and distribute meeting minutes for project and owner meetings.
• Support multiple Project Managers by managing various tasks simultaneously.

Preferred Skills/Expertise :

• Deep understanding of contract-related functions, including contract accounting, change requests, and cost reports.
• Proficient in writing and entering subcontractor contracts, purchase orders, and change orders.
• Ability to manage subcontractor bidding processes and track related documents.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities.
• Excellent communication skills to serve as a liaison among project stakeholders.
• Knowledge of construction permits and project close-out documentation.
• Proficiency in software tools for document management and tracking (e.g., project management platforms, spreadsheets).
• Ability to work in a fast-paced environment and adapt to changing project needs.

The pay range for this role is $45-$50 per hour. This is not a guarantee of compensation or salary, as final offer amount may vary based on factors including but not limited to experience and geographic location. (The specific programs and options available to an employee may vary depending on date of hire and schedule type). Our contractor employees receive a comprehensive benefits package which includes: medical/Rx, dental, vision, voluntary life, AD&D and disability insurance; 401(k) with employer match; health care savings account; and discount programs to meet our employees’ individual needs. Additional information can be provided on request.

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