Project & Document Controls Coordinator

CBRE Government and Defense Services; Portsmouth (VA); On-site; USD 80,000 - 100,000; Full time

Job summary

CBRE Government and Defense Services is seeking a Project and Document Controls Coordinator to provide administrative and project controls support to Project Management teams. You will administer document control, submittal coordination, and PMIS, enabling project managers and superintendents to focus on execution.

Responsibilities include maintaining records, coordinating submittals, managing Procore, RMS, and SharePoint, generating status reports, and supporting closeout.

Qualifications

• 5 years of experience in construction project coordination, document control or project controls.
• Bachelor’s degree or higher in a related field.
• Degree in Construction Management, Business Administration, Engineering, Project Management, or related field.

Responsibilities

• Administer project document control processes and maintain complete and accurate project records.
• Coordinate the submittal process from receipt through final disposition, including completeness reviews and tracking.
• Administer PMIS platforms (Procore, SharePoint, RMS) and other tools.
• Maintain project filing systems and version control with compliant workflows.
• Generate project status reports and support executive reporting.
• Coordinate meeting documentation and action item tracking.
• Support project closeout documentation and final record turnover.
• Perform other duties as assigned.

Skills

Microsoft Office

Document management

Communication

Organization

Attention to detail

Education

High School Diploma

Bachelor’s degree

Construction Management / related field

Tools

Procore

RMS

SharePoint

Adobe Acrobat

Job description

Description

Job Summary

The Project and Document Controls Coordinator provides dedicated administrative and project controls support to Project Management teams by serving as the primary administrator for project documentation, document control, submittal coordination, and Project Management Information Systems (PMIS).

The role centralizes project information management responsibilities so Project Managers and Superintendents can remain focused on project execution, client engagement, commercial management, and field leadership. The position ensures project documentation is accurate, current, compliant, and readily accessible from project startup through closeout.

Primary Job Functions

• Administer project document control processes and maintain complete and accurate project records.
• Coordinate the submittal process from receipt through final disposition, including completeness reviews, routing, tracking, and follow-up.
• Administer project management platforms, including Procore, SharePoint, RMS, and other PMIS tools.
• Maintain project filing systems, document version control, and compliance with established workflows.
• Generate project status reports and provide support for executive reporting.
• Coordinate meeting documentation, action item tracking, and project communications.
• Support project closeout documentation and final record turnover.
• Perform other duties as assigned.

Education, Experience and Certification

Required/Preferred

Education Level

Description

Required

Preferred

• High School Diploma
• Bachelor’s degree
• Equivalent Education
• Degree in Construction Management,
• Business Administration, Engineering, Project Management, or a related field.

Required/Preferred

Years of Experience

Description

Required

• 5 years
• Experience in construction project coordination,
• document control or project controls.

Required/Preferred

License/Certification

Description

Preferred

• Certification
• Microsoft Certifications

Working Conditions

• Work is performed in an office, remote, and/or project site environment based on project needs.

Knowledge, Skills, and Abilities

• Strong proficiency with Procore, RMS, SharePoint, or similar construction and project management platforms.
• Advanced proficiency with Microsoft Office, Adobe Acrobat, and SharePoint.
• Strong organizational, communication, and document management skills.
• Ability to coordinate multiple concurrent workflows while maintaining the accuracy, integrity, and timeliness of project information.
• Process-oriented approach with strong attention to detail and technology proficiency.

Financial Responsibilities

• No

People Management

• No

Travel Requirements

• Up to 5% or as required based on project and business needs.

Disclaimer

CBRE Government and Defense is thrilled at the opportunity for you to apply to one of our roles. The base salary range for this position is $80,000- $100,000. This position may also be eligible for a wide range of competitive benefits that can include but not limited to: medical, well-being, financial planning and short-term incentives benefits.

This description is not intended to be an “all inclusive” list of the accountabilities of the job described. Rather, it describes the general nature of the job. In addition, some aspects of this job may change over time, according to business needs, and these changes may not be recorded immediately. The requirements stated represent the minimum levels of knowledge, skills and/or abilities to qualify and satisfactorily perform this job.

THIS DOCUMENT SHOULD NOT BE CONSTRUED AS CREATING A CONTRACT OF EMPLOYMENT BETWEEN CBRE GOVERNMENT & DEFENSE SERVICES AND ANY OF ITS EMPLOYEES OR OTHERWISE ALTERING AN EMPLOYEE’S AT WILL EMPLOYMENT RELATIONSHIP WITH CBRE GOVERNMENT & DEFENSE SERVICES.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.