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Position Summary

The Document Control Specialist is responsible for assembling and issuing all subcontracts, purchase order agreements and accompanying documentation in accordance with corporate policy and procedure.  The Document Control Specialist is responsible for sending, monitoring and receiving all subcontract or purchase order documentation from the subcontractor or vendor.  The Document Control Specialist is responsible for reviewing and monitoring all compliance related documentation.  This position reports to the Project Support Manager.

Duties/Responsibilities

  • Prepares and compiles all subcontracts and major material purchase order contracts
  • Drafts contract documents with all applicable forms and requirements
  • Collects and maintains files of subcontractor forms, drafts and contracts for the project
  • Provides technical guidance to pre-construction services and project managers to ensure subcontracts and major material purchase order contracts are written properly and accurately
  • Assists Project Managers with scope language as needed
  • Assemble, issue and track all subcontract agreements and major material purchase order contracts
  • Maintains subcontracts, PO contracts and all attachments and appendices within Vista and Procore
  • Reviews all incoming contract documents for thoroughness and accuracy and route for execution
  • Works with project accountant to issue and track change orders to execution
  • Monitors, requests and tracks insurance for each agreement

Duties/Responsibilities Cont.

  • Collects and verify W-9 and current state contractor’s license
  • Collects and verify payment & performance bonds for subcontractors when required
  • Reviews and approves lien waivers in GCPay for subs and lower tiers as needed
  • Updates GCPay and Vista with documentation received
  • Works closely with the Accounting Department to verify document compliance for contract

Qualifications

  • High school diploma required; Associate’s degree preferred
  • A minimum of 3 years of relevant experience in the construction industry
  • Proficient in Microsoft office products (Excel, Word, Power Point and Access)
  • Proficient in Vista/Viewpoint software
  • Basic knowledge of Procore
  • Detail oriented with the ability to prioritize, manage time well, multitask and troubleshoot
  • Self-directed and the ability to work independently
  • Handle multiple tasks and projects at once and meet deadlines
  • Excellent communication skills, both verbal and written
  • Strong initiative, ownership, and teamwork skills
  • Strong people skills; ability to work effectively with a wide range of personalities and backgrounds

Travel

Travel is not anticipated with the role.

Supervisory Reponsibility

Physical Demands

The physical demands described here are representative of those that must be met by an employee to success perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use their hands and fingers to type on a keyboard and/or office phone and to sort through business files. They are frequently required to sit, stand, walk, talk, and hear. They must be able to lift up to 25lbs. Specific vision abilities include close vision, midrange vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position which typically requires 40 hours per week.

AAP/EEO Statement

It has been and will continue to be a fundamental policy of the Company not to discriminate on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or status as a veteran, or any other basis protected by applicable federal, state or local law, with respect to recruitment, hiring, training, promotion, and other terms and condition of employment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


Nearest Major Market: Roanoke