We are seeking a highly organized and detail-oriented Document Control Assistant to manage the collection, preparation, submission, and tracking of Requests for Information (RFIs) and submittals for construction projects. This position serves as a key point of contact between internal project teams, clients, and other project stakeholders to ensure documentation is submitted accurately, deadlines are met, and outstanding items are followed up on promptly.

The ideal candidate is proactive, an excellent communicator, and comfortable managing multiple projects and deadlines in a fast-paced construction environment.

Key Responsibilities

• Collect, organize, review, and compile RFI and submittal information from project managers, field teams, vendors, and subcontractors.
• Prepare and submit RFIs and submittal packages to clients in accordance with project requirements and deadlines.
• Track all submissions, responses, approvals, revisions, and outstanding items to ensure timely resolution.
• Follow up with clients, project teams, vendors, and subcontractors regarding missing information, questions, and pending responses.
• Maintain accurate document logs, records, and electronic filing systems for each project.
• Communicate the status of RFIs and submittals to project managers and other relevant team members.
• Identify overdue items, potential delays, and documentation issues, escalating them to the appropriate personnel when necessary.
• Ensure project documentation is properly organized, accessible, and maintained throughout the project lifecycle.
• Assist with general project administration and other tasks as needed.

Qualifications

• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Previous construction experience preferred
• 3+ years relevant experience
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Proficiency in Microsoft Office, particularly Outlook, Excel, and Word.
• Comfortable using computer systems, maintaining electronic records, and learning project management software.
• Ability to follow up consistently and professionally with internal and external stakeholders.
• Self-motivated, dependable, and able to work independently while supporting a team.
• Previous experience in construction administration, document control, or project coordination is preferred.
• Familiarity with construction RFIs, submittals, and project documentation is a plus.

Work Environment

This is an in-person position based in Little Ferry, NJ, Monday through Friday. The role requires regular communication with project teams, clients, vendors, and subcontractors to keep project documentation organized, current, and moving forward.