Project & Document Control Specialist

Ardurra Group, Inc. in; Cherry Hill Township (NJ); On-site; USD 34,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

401(k) plan

Paid time off

Job summary

RVE an Ardurra Company in Cherry Hill, NJ is seeking a Contract Administrator to join our team. The role requires multitasking, working under pressure, and coordinating with internal and external partners on contracts, invoices, and project documents.

You will manage filing systems, prepare pay certificates, change orders, and support the billing and procurement process. This position offers a comprehensive benefits package and professional growth opportunities.

Qualifications

• 2–5 years of related document control, project administration, or construction administration experience.
• High school diploma or equivalent; coursework in business or records management preferred.
• Strong writing, editing and proofreading skills for minutes and correspondence.

Responsibilities

• Schedule meetings, conferences and department activities for the team.
• Manage multiple contracts end-to-end with data integrity.
• Maintain project filing systems and document control processes.
• Coordinate with vendors, inspectors and clients.
• Prepare and review pay certificates, change orders and submittal logs.
• Support billing with invoicing, PO requests and check requests.

Skills

Contract administration

Document control

Microsoft Office

Communication

Multitasking

Education

High school diploma or equivalent

Associate degree or coursework in related field

Tools

Microsoft Office Suite

Document management systems

Construction management software

Job description

RVE an Ardurra Company is seeking a Contract Administrator to work out of our Cherry Hill, NJ Office

Primary Function:

Remington & Vernick Engineers an Ardurra Company is in search of a charismatic individual to join our team as a contract administrator. This individual must be able to multitask, work well under pressure and function as a team player. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize workload.

Primary Duties:

• Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department.
• Manages multiple contracts from start to finish for municipal, subconsultant, private client, and special projects. Responsible for documentation and data integrity.
• Establishes, develops, maintains and updates project filing system for the department. Retrieves information from files when needed. Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process.
• Discussing terms and conditions with internal and external partners, such as vendors, contractors, suppliers, and clients.
• Coordinates projects with inspectors, engineers, project managers, and external partners.
• Establish and maintain effective and cooperative working relationships with co-workers and clients. Works in cooperation with other assistants to cover phones, manage correspondence, and perform other clerical duties.
• Types and designs general correspondences, memos, charts, tables, graphs, schedules, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Provide information to billing department for chargeable projects related to RFP’s, contracts, grants, and client requirements for invoicing. Coordinate with Finance for payment of invoices, requests for purchase orders, and check requests.
• Formation and distribution of all design / inspection correspondence.
• Helping to resolve disputes and conflicts.
• Preparation and verification of all pay certificates, change orders, and submittal logs.
• Reviews and verifies daily inspection reports. Tracks quantities and pay items. Ensures accuracy and consistency between field documentation, photos, GIS data, and funding requirements.
• Functions as the primary coordinator and data source for multiple lead service line replacement projects in various municipalities. Implements and follows standardized protocols across all projects. Ensures all documentation is organized and verifiable.
• Maintains and updates the master lead service line tracking database for various projects.
• Validates pipe material determinations for various lead service line replacement projects based on field evidence and documentation. Confirms photo documentation requirements are met.
• Tracks property owner outreach and compliance documentation for various lead service line replacement projects, including access agreements, refusals, access attempts, and required notices.
• Prepares and reviews data summaries and reports for the NJDEP, NJ I-Bank, EPA for various lead service line replacement projects. Identifies data gaps, inconsistencies, or compliance risks and flags them for corrective action.

Knowledge, Skills and Abilities:

• Working knowledge of document control, construction administration, project records, field documentation, and document management procedures.
• Ability to review, organize, track, and maintain project documentation accurately while identifying missing information or routine discrepancies.
• Solid writing, editing, and proofreading skills with the ability to prepare meeting minutes, field records, correspondence, and basic change order documentation.
• Strong organization, time management, attention to detail, and ability to manage multiple document control tasks in a deadline-driven project environment.
• Solid verbal and written communication skills with the ability to interact professionally with project managers, contractors, inspectors, and internal stakeholders.
• Proficiency with Microsoft Office and document management systems; experience with construction management, project management, or engineering documentation systems preferred.

Education and Experience Requirements:

• High school diploma or equivalent required; vocational training, Associate degree, or coursework in business, construction administration, records management, or related field preferred.
• 2 to 5 years of related document control, project administration, construction administration, records management, or administrative support experience.
• Equivalent education and experience may be considered.

Compensation is based on experience, qualifications, and other job-related factors. The expected hourly range for this position is $25.00 to $38.00 hourly. The firm also offers a comprehensive benefits package, including medical, dental, and vision insurance, paid time off, paid holidays, and a 401(k) retirement savings plan.

Why Ardurra?

While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers.We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home.

Ardurra is an Equal Opportunity/ Aff…All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.