DOCUMENT ADMINISTRATOR

TREKK Design Group, LLC; Kansas City (MO); On-site; USD 42,000 - 64,000; Full time

Job summary

TREKK Design Group, LLC in Kansas City seeks a detail-oriented Document Administrator to support project teams, contractors and clients. You will manage and organize project records, ensure compliance, and help keep information accurate and accessible across digital and physical files.

You will coordinate documentation requests, assist with change orders and meeting minutes, and collaborate with Project Managers to uphold client standards on infrastructure projects that improve lives in our

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor’s degree preferred in business administration, accounting, finance, PM, construction management or related field.

Responsibilities

• Prepare and process project documentation for changes, pay estimates, and progress reports.
• Coordinate documentation requests from stakeholders.
• Maintain accurate physical and electronic project files.
• Prepare technical forms, letters, and project communications.
• Communicate document control procedures with the Project Manager.
• Prepare for preconstruction and project closeout meetings; draft agendas and minutes.

Skills

Organizational skills

Clear communication

Attention to detail

Prioritization

Team collaboration

MS 365 proficiency

Education

High school diploma

Associate or bachelor’s degree in related field

Tools

AASHTOWare Project

e-Builder

Bluebeam

Job description

Non-exempt and full-time position

This role is a great fit for someone who enjoys being organized, solving problems and working with a variety of people. You’ll serve as an important connection between TREKK’s project teams, contractors and clients while helping ensure project records are accurate, complete, and compliant with client and agency requirements. You’ll have the opportunity to build your knowledge of construction and project delivery while contributing to infrastructure projects that IMPROVE LIVES throughout the communities we serve.

Document Administrator Responsibilities

• Manage project documentation and records in accordance with client, local, state and federal requirements
• Prepare and process project change orders, pay estimates, progress reports, meeting documentation and other project-related materials
• Coordinate requests for project documentation from internal and external stakeholders
• Maintain accurate, organized physical and electronic project files in accordance with client standards
• Prepare technical forms, letters, reports and other project communications
• Communicate document control procedures, updates and project information in coordination with the Project Manager
• Prepare for and participate in preconstruction, progress and project closeout meetings; including preparation of comprehensive agendas and meeting minutes
• Provide day-to-day administrative and document control support to CEI project teams
• Work collaboratively with Project Managers and Inspectors to identify documentation needs and keep project information organized and accessible

Education, Licensing, Certification And Experience

• High school diploma or equivalent required.
• Associate or bachelor’s degree in Business Administration, Accounting, Finance, Project Management, Construction Management, or related field preferred.

Required Skills/Abilities

• Strong organizational skills with the ability to maintain accurate and detailed project records
• Ability to communicate clearly and professionally with clients, contractors and team members
• Strong attention to detail and commitment to accurate, high-quality work
• Ability to manage priorities and meet established deadlines
• Ability to work effectively both independently and as part of a project team
• Proficiency with Microsoft 365 applications, including Word, Excel, Teams and SharePoint

Preferred Qualifications

• Previous experience supporting construction, engineering, architecture or other project-based professional services
• Familiarity with construction project documentation, terminology and processes
• Experience with AASHTOWare Project, e-Builder or other client-driven document management systems
• Working knowledge of Bluebeam