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: Document Management: Maintain and organize all project-related documents, including contracts, permits, blueprints, and correspondenceImplement and maintain a document management system to ensure easy access and retrieval of information Payroll Administration:

Process and manage payroll for construction workers and staff, ensuring accuracy and timely paymentCoordinate with the accounting department to resolve any payroll-related issues or discrepancies Correspondence and Communication: Draft, review, and distribute project-specific correspondence, including emails, letters, and reportsAct as a point of contact for internal and external stakeholders, handling inquiries and providing updates on project progress Record Keeping and Compliance: Ensure that all project records are accurate, up-to-date, and in compliance with regulatory requirements and company policiesMaintain confidentiality and security of sensitive project information Project Coordination:

Collaborate with project managers, engineers, and other departments to ensure smooth project administration and communicationAssist in scheduling meetings, preparing agendas, and taking minutes as required Problem-Solving and Improvement: Identify and address any administrative issues or inefficiencies in the document and payroll management processesContribute to the continuous improvement of administrative systems and procedures Training and Support: Provide training and support to staff on document management systems and administrative proceduresStay updated with changes in regulations and best practices in construction administration Scheduling: Keeping up with project schedule using Primavera P6 scheduling softwareRequirements Education:

Bachelor's degree in Business Administration, Construction Management, or a related field. An associate's degree with relevant experience is also acceptable Experience: At least three years of experience in construction administration, document management, or a related role Technical Skills: Proficiency in document management software and payroll processing systemsStrong organizational skills and attention to detailKnowledge of construction industry standards and regulations Soft Skills: Excellent communication and interpersonal skillsStrong problem-solving abilities and a proactive approach to workAbility to manage multiple tasks and meet deadlines Additional Requirements:

Experience with construction project management software is a plusFamiliarity with labor laws and payroll regulationsPreferred QualificationsCertification in construction administration or a related fieldExperience with large-scale construction projectsKnowledge of project management methodologies and toolsPrimavera P6 scheduling softwareBenefitsFiretrol 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.