Construction Document Control & Project Coordinator

BW Industrial Construction; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

BW Industrial Construction in Houston, TX is seeking an organized coordinator to prepare project documents and support our industrial construction business. You will work with administration, accounting, project teams, and leadership to turn project information into accurate, complete, review-ready document packages.

You will need Mandarin Chinese and professional English communication, and you must be on-site at our Houston office on a full-time or part-time schedule.

Qualifications

• Mandarin Chinese and English written/oral skills required for business documents and emails.
• Strong organizational skills and attention to detail for document control and project coordination.
• Ability to work on-site at Houston office on a full-time or part-time schedule.
• Proficiency with Microsoft Word, Excel, and PDF tools.
• Experience with managing multiple deadlines and keeping confidential information secure.

Responsibilities

• Organize project files, maintain document registers and revision histories, and preserve original records.
• Prepare client prequalification questionnaires and coordinate supporting company information, project references, resumes, licenses, insurance certificates, and safety records.
• Assemble payment application and invoice support packages, including approved schedules, change orders, receipts, and supporting records, for review.
• Collect and organize drawings, specifications, bid forms, and clarifications for estimating and proposal packages.
• Prepare and format Word documents, Excel trackers, and PDF packages with clear indexes, page numbers, and complete attachments.
• Organize correspondence and supporting records into factual timelines and traceable files for management and authorized advisers.
• Track missing documents, deadlines, and action items; follow up with team members and flag unresolved issues.
• Prepare meeting materials and coordinate signatures, notarization appointments, and submissions after approval.
• Maintain confidentiality and distinguish internal working files from approved external documents.

Skills

Mandarin Chinese

English proficiency

Organizational skills

Attention to detail

Multitasking

On-site work

Tools

Procore

SharePoint

OneDrive

Adobe Acrobat

Bluebeam

Job description

Work arrangement: On-site at our Houston, TX office; remote work is not available.

Schedule: Full-time or part-time.

Language: Mandarin Chinese required, with professional English communication skills.

OPT / H-1B: We can support eligible OPT candidates and offer H-1B sponsorship, subject to applicable eligibility requirements.

About the Role

We are seeking an organized, detail-oriented coordinator to prepare project documents and support our industrial construction business. You will work with administration, accounting, project teams, and leadership to turn project information into accurate, complete, review-ready document packages.

Responsibilities

• Organize project files, maintain document registers and revision histories, and preserve original records.


• Prepare client prequalification questionnaires and coordinate supporting company information, project references, resumes, licenses, insurance certificates, and safety records.


• Assemble payment application and invoice support packages, including approved schedules, change orders, receipts, and supporting records, for review.


• Collect and organize drawings, specifications, bid forms, and clarifications for estimating and proposal packages.


• Prepare and format Word documents, Excel trackers, and PDF packages with clear indexes, page numbers, and complete attachments.


• Organize correspondence and supporting records into factual timelines and traceable files for management and authorized advisers.


• Track missing documents, deadlines, and action items; follow up with team members and flag unresolved issues.


• Prepare meeting materials and coordinate signatures, notarization appointments, and submissions after approval.


• Maintain confidentiality and distinguish internal working files from approved external documents.

Basics Requirements

• Ability to communicate in Mandarin Chinese and use Chinese-language business documents.


• Professional English reading and writing skills for business emails and project documents.


• Ability to work on-site at our office on an agreed full-time or part-time schedule.


• Working proficiency in Microsoft Word, Excel, and PDF tools.


• Strong organization, attention to detail, follow-through, and ability to manage multiple deadlines.

Preferred Experience

• Experience in construction administration, document control, project coordination, or a related role; two or more years is preferred.


• Familiarity with payment applications, change orders, prequalification packages, or closeout documentation.


• Experience with Procore, SharePoint, OneDrive, Adobe Acrobat, or Bluebeam.