Document Administrator

TREKK Design Group; Kansas City, Northern (MO, KY); Hybrid; USD 42,000 - 66,000; Full time

Job summary

TREKK Design Group seeks a meticulous Document Administrator to support project teams, contractors, and clients by keeping records accurate, complete, and compliant with requirements. You will help manage project documentation and engage with stakeholders to ensure smooth project delivery.

You will prepare change orders, pay estimates, reports and meeting materials, while collaborating with PMs and inspectors to organize information and support project goals across infrastructure programs.

Qualifications

• Must have strong organizational skills and detailed project records.
• Excellent written and verbal communication with clients, contractors and team members.
• High attention to detail and commitment to accurate, high-quality work.
• Ability to manage priorities and meet deadlines.
• Ability to work independently and as part of a project team.

Responsibilities

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

Skills

Organizational skills

Clear communication

Attention to detail

Time management

Teamwork

MS 365 proficiency

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft 365

SharePoint

AASHTOWare Project

e-Builder

Bluebeam

Job description

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