Project Document Coordinator – Submittals

Jobtailor; North Carolina; Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Remote work options

Flexible schedule

Job summary

Jobtailor is seeking an organized administrative support professional in the Raleigh area to manage submittals, maintain manuals, and handle high-volume email requests. The role collaborates with the Customer Service Supervisor to ensure accurate job scheduling and smooth project coordination.

The ideal candidate is proficient with Microsoft 365 (Teams and Outlook), comfortable with Adobe Pro, and able to multi-task in a deadline-driven environment while upholding integrity and professionalism.

Qualifications

• Ability to collaborate and support quotations associates and managers in a team environment.
• Proficient in Microsoft Office 365 Suite, especially Teams and Outlook.
• Proficient in Adobe Pro is a plus.
• Excellent written and verbal communication across all levels of the organization.
• Strong computer and typing skills.
• Ability to handle a deadline-driven environment.
• Able to multi-task and stay flexible/adaptable.
• Identify business critical issues quickly and prioritize changes.
• Well organized, detail oriented, and good time-management.
• High integrity and professionalism.
• Remote candidates must have high speed internet connection.
• Candidates must be flexible to work in the time zone based on the territory assigned.
• Hybrid candidates must have high speed internet connection.
• Hybrid candidates are expected in the office 3 days per week.
• Candidates outside of the Raleigh, Nashville, and Newport News markets may be considered, pending qualifications.

Responsibilities

• Create Submittal and Operation & Maintenance manuals for ongoing projects
• Manage high-volume email requests via shared Outlook inbox
• Organize and file inbound emails and attachments appropriately in project folders
• Collaborate with Customer Service Supervisor to ensure job scheduling is coordinated accurately
• Identify business critical issues quickly and collaborate with team members to resolve
• Support quotations team through input of job information into BidTracer quotations software
• Use and maintain established SOPs to complete administrative processes
• Provide phone support for incoming calls as needed

Skills

Collaboration

Adaptability

Time management

Integrity and professionalism

Communication skills

Deadline-driven

Tools

Microsoft Office 365 Suite

Outlook

Teams

Adobe Pro

Job description

• Create Submittal and Operation & Maintenance manuals for ongoing projects
• Manage high-volume email requests via shared Outlook inbox
• Organize and file inbound emails and attachments appropriately in project folders
• Collaborate with Customer Service Supervisor to ensure job scheduling is coordinated accurately
• Identify business critical issues quickly and collaborate with team members to resolve
• Support quotations team through input of job information into BidTracer quotations software
• Use and maintain established SOPs to complete administrative processes
• Provide phone support for incoming calls as needed

Requirements

• Ability to collaborate and support quotations associates and managers in a team-oriented environment
• Proficient in Microsoft Office 365 Suite, especially Teams and Outlook
• Proficient in Adobe Pro is a plus
• Excellent written and verbal communication skills with ability to communicate across all levels of the organization
• Strong computer and typing skills
• Ability to handle a highly deadline driven environment
• Ability to be flexible and adaptable as this position often requires multi-tasking
• Ability to identify business critical issues quickly and navigate priorities based on last minute changes
• Well organized, detail oriented, and excellent time-management skills
• High level of integrity and professionalism
• Remote candidates must have high speed internet connection
• Candidates must be flexible to work in the time zone based on the territory assigned
• Hybrid candidates must have high speed internet connection
• Hybrid candidates are expected in the office 3 days per week
• Candidates outside of the Raleigh, Nashville, and Newport News markets may be considered, pending qualifications

Core Competencies

Demonstrates strong organizational and time-management skills while effectively collaborating in a team-oriented environment. Proficient in Microsoft Office 365 Suite and capable of managing high-volume email requests and administrative processes.

Highest-signal resume keywords

• Microsoft Office 365 Suite Proficiency
• Adobe Pro Proficiency
• Strong Written And Verbal Communication Skills
• Detail Oriented And Well Organized
• Ability To Handle Deadline Driven Environment

Soft Skills

• Collaboration
• Flexibility
• Adaptability
• Time Management
• Integrity And Professionalism

Industry Keywords

• Operation And Maintenance Manuals
• Submittal Management
• Email Management
• Project Coordination
• Customer Service Support

Tools & Technologies

• BidTracer Quotations Software
• Outlook
• Teams
• Adobe Pro