Submittal Registry Clerk

The Submittal Clerk will be responsible for providing control and data management of project and construction documents. The clerk also assists the PM and operations team by processing all government required submittals for various projects.


Essential Duties and Responsibilities:


  • Distributes submittals after Project Engineer (PE) / Project Manager (PM) review

  • Creates and updates submittal register

  • Documents, organizes, controls, processes, records, and distributes project documentation (correspondence, RFI’s, submittals, directives, contract documents, and other technical data)

  • Provides on-going assistance with data entry, document maintenance, filing, copying, accurate and efficient document control, assistance to users in capturing and locating electronic information, and routine administrative support to project team (including correspondence preparation and meeting scheduling)

  • Remains in contact with office leadership to provide updates on project timeline

  • Serves as a resource for others in the department to fulfill their assignments, develop, and improve services

  • Establishes, develops, and implements documents/data solutions with a primary focus on document control and records management

  • Processes one or more document types through all procedural steps with well-defined procedures and guidelines

  • Gathers daily project synopses from all members of the team. Ensures reports are completed and submitted daily

  • Verify that pre-established document control requirements are satisfactorily met through the duration of the project

  • Produce and submit monthly exposure reports

  • Receives tasks and monitors all documents using a standard document management file to register documents, maintain databases, produce logs, transmittals, and other reports as required

  • Enters data and produces reports using standard office automation specific computer applications

  • Reviews, processes, initiates and replies to routine incoming and outgoing correspondence related to the area of responsibility

  • Maintains the subcontractor submittal files consisting of shop drawings, samples, and product data

  • Establishes, develops, and maintains testing log for all spec required tests

  • Establishes and maintains Definable Feature of Work dates, to include AHA submission, preparatory meeting and initial inspections

  • File and maintain written records along with creating electronic copies for records

  • Records and updates meeting minutes for the various site meetings

  • Verifies retention requirements, arranges document cataloging, packing, and long-term storage or disposal of appropriate documents at the time of closeout

  • Ensure all drawing documents are boxed up and stored when job comes to a close

  • Exercises initiative or, as directed, performs additional duties to meet the needs of the organization.