Records Management Specialist

Job Description

CONSTRUCTION SERVICES PRACTICE

What We're Looking For:

We are seeking an experienced Records Management Specialist to support the successful delivery of construction projects through effective document management, contract administration, and project coordination. This role serves as a critical link between project management, field staff, contractors, clients, and design teams, ensuring project documentation is accurate, organized, and maintained throughout the project lifecycle.

What You'll Do:
• Manage project document control systems and maintain accurate, organized, and compliant project records.
• Maintain and audit project logs to confirm they are current and accurate.
• Follow up with project staff, supervisors and contractors on overdue or missing entries, using reminders, escalation and in-person check-ins as needed.
• Monitor inspection staff for on-time submission of reports, and flag late, incomplete or non-compliant reports.
• Enforce documentation standards, formats, and deadlines and escalate repeat offenders to project management.
• Perform field inspections as needed to verify construction activities, document field conditions, and support compliance with project plans, specifications, and contract requirements.
• Work closely with field inspection staff to ensure inspection reports, daily records, photos, quantities, and supporting documentation accurately reflect work performed in the field.
• Maintain the document management system, including folder structure, naming conventions and access permissions.
• Coordinate and track submittals, RFIs, change orders, field directives, contract documents, and project correspondence.
• Maintain project logs, databases, as-built drawings, redlines, and construction records throughout the project lifecycle.
• Monitor project deliverables, schedules, and closeout requirements while ensuring documentation is complete and audit-ready.
• Coordinate document flow among clients, contractors, consultants, and project stakeholders.
• Support project meetings, audits, and final closeout activities, including the collection and organization of turnover documentation.

What You Need to Succeed:
• Associate's or Bachelor's degree in Construction Management, Engineering, Civil Engineering Technology, or related field preferred.
• 5+ years of construction experience in document control, office engineering, project engineering, or construction administration.
• Strong communication skills with the ability to be persistent, professionally assertive, and hold project teams accountable.
• Strong ownership of accurate, complete, timely, and audit-ready project records.
• Knowledge of construction plans, specifications, contracts, terminology, and field operations.
• Experience managing RFIs, submittals, change orders, pay applications, and project correspondence.
• Proficiency with Microsoft Office, SharePoint, Teams, Bluebeam, Procore, Trimble, or similar construction management platforms.
• Ability to manage competing priorities and deadlines in a fast-paced construction environment.
• Transportation, bridge, highway, vertical construction, aviation, water/wastewater, or infrastructure experience preferred.

Compensation

The approximate compensation range for this position is $78,218 - $91,943. This compensation range is a good-faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location.

Why Choose Us:
• Medical, dental, vision insurance
• 401k Retirement Plan
• Tuition reimbursement
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Life, AD&D, short-term, and long-term disability
• Professional and personal development
• Generous paid time off
• Commuter and wellness benefits

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