Construction Documentation Coordinator

At HEAPY, our Colleague First approach means we invest in your career, well-being, and success. We’re committed to building a more sustainable world through thoughtful design and collaborative partnerships, and we’re looking for team members who want to grow with us while making an impact.

HEAPY is seeking a Construction Documentation Coordinator to join our Colleague First culture. You’ll be empowered to do meaningful work, develop lasting relationships, and be part of a team where your ideas, growth, and authentic self are truly valued.

Reporting to the Practice Coordinator Manager, the Construction Documentation Coordinator manages project-related correspondence, documentation, and workflow across multiple practice-specific email accounts. This role ensures timely processing of RFIs, submittals, and shop drawings while maintaining accurate project records in Deltek and various client portals.

While the qualifications listed below outline an ideal candidate, we encourage individuals to apply. We value rising talent!

Qualifications

• A high school diploma or GED with an ability to quickly learn/identify Mechanical, Electrical and Plumbing components and concepts.
• 2 years of data entry with managing data flow based on logical prioritization and sequencing.
• 2 years of experience in Microsoft Office or similar systems
• Ability to navigate multiple data and documentation share sites.
• Successful track record of 2 years in customer service with both verbal and written interactions.
  
  

Preferred

• Associate’s degree in construction management
• Experience processing shop drawings & RFI’s.
• Knowledge of NewForma, BlueBeam, E-Builder, etc.
• Experience in Deltek
  
  

Duties & Responsibilities

• Owns and manages the entire construction administration documentation from start to finish, including:
• Manages Construction Administration (CA) inboxes and project intake, ensuring RFIs, submittals, and shop drawings are prioritized, organized, and routed appropriately.
• Maintains accurate project documentation by saving, formatting, and logging all CA items in Deltek, creating or updating project folders, and coordinating with designers on required actions and deadlines.
• Reviews and validates overdue notices and confirms project status before escalation.
• Closes out returned RFIs and submittals by uploading final documents and updating Deltek records.
• Navigates and manages construction administration workflows across multiple client platforms (e.g., Procore, ACC, Oracle, Newforma, E-Builder), ensuring proper download, upload, and tracking of project documents.
• Conducts daily audits of CA dashboards and inboxes to maintain workflow accuracy, monitors late items, and ensures project teams have current information.
• Supports practice success through strong collaboration, communication, and quality-focused execution.
• Manages inputs and outputs of the construction administration process per requirements, ensuring the shared portal for colleague, partner and vendor access is maintained.
• Additional responsibilities as requested/needed.
  
  

PHYSICAL DEMANDS AND WORK ENVIRONMENT

• Ability to remain sedentary at a desk for long periods of time while operating a keyboard and using a computer screen.
• Ability to operate a mouse, stylus, or similar tool to make adjustments on electronic visuals.
• Ability to see details of objects on a screen, including differences in colors, shades, and brightness.
• Ability to communicate in person, electronically, and via phone with other individuals.
• Possession of reliable transportation to and from project sites.
• Ability to work in all elements of indoor and outdoor environments which include the heat, cold, rain, snow, wind, etc.
• Ability to access all areas of the jobsite with activities that include ascending and descending stairs, scaffolding, ladders, navigating elevation changes, etc.
• Capable of working in physical positions that may include maneuvering self into different positions traditionally achieved by kneeling, sitting, standing, squatting, bending over, etc.
• Ability to move, transport, or position items weighing up to 25 lbs.
• Ability to apply established protocols and practices in a timely manner. and follow safety guidelines for both company and clients.
• Ability to gather, organize, and evaluate information related to projects and calculations (such as cost analysis, facility assessments, design calculations, etc.).
  
  

NOTE

This job description is not designed to state or imply that the listed responsibilities are the only duties to be performed by the colleague in this position. Duties, responsibilities, and activities may change or be assigned by a person authorized to assign such duties at any time with or without notice. All responsibilities and requirements listed are considered essential and are subject to possible modification to reasonably accommodate qualified individuals who may request such modification due to disabilities. This document does not create an employee contract, implied or otherwise, other than an “at will” relationship.

EQUAL OPPORTUNITY EMPLOYER

HEAPY is proud to have an engaged and inclusive culture. One that promotes and ensures equal employment opportunities in all employment decisions without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability, military status, veteran status, and any other protected characteristic as outlined by federal, state and/or local laws.