Submittal Clerk

Walga MTE is seeking a dynamic, proactive, and self-starting Submittal Clerk to join our team at El Paso, TX. This position is responsible for efficient and accurate control and data management of project documents and construction related documents. Assists and supports project management and operations team with the processing of all government-required submittals for various projects. The Submittal Clerk will report to the Director of Contract Operations and project management team.

Responsibilities

• Distributes submittals after Project Engineer (PE) / Project Manager (PM) review.
• Creates and updates submittal register.
• Documents, organizes, controls, processes, records, distributes, and project documentation (correspondence, RFI’s, submittals, directives, contract documents, and other technical data).
• Provides on-going assistance with data entry, document maintenance, filing, copying, and documentation, 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 at times 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, and ensures reports are completed and submitted daily with thorough information.
• Verify that pre-established document control requirements are satisfactorily met through the duration of the project.
• Produce and submit monthly exposure reports as requested.
• 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, product data, that the subcontractor submits for approval.
• 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.

Requirements

• Six months to one year or more of related work experience. Bachelors in Business Administration or similar is a plus.
• Knowledge of Microsoft Office Suite. Ability to read and interpret documents (preferred, but not required).
• Ability to write routine reports and correspondence.
• Ability to communicate well, both verbally and in writing.
• Strong working knowledge of basic office equipment.
• Ability to identify problems, gathering and analyzing information, and making appropriate recommendations to make a project successful
• Capable of meeting established goals while ensuring quality of work through accuracy and thoroughness.
• Competency to take independent actions and calculated risks while asking for help when needed.
• Flexible, well organized, and detail oriented, using efficient time management skills to meeting project deadlines and schedules.
• Works well in group problem-solving situations.
• Has a working knowledge of computers and proficiency with Microsoft Office suite and project management software.
• Able to stand, climb, bend, and stoop on a regular, daily basis. Physical demands for this position are light. Typically, the employee may sit comfortably to do the work. However, there may be walking, standing, bending, or carrying of light items (10-25 pounds) such as papers, books, small parts, etc.
• Maintain a valid driver’s license and operate a personal vehicle.
• Use of visual and auditory skills.
• Ability to pass a Background Check prior to employment.

About Walga MTE

Walga MTE provides high quality construction and EPA services to Federal, state, and local governments. Walga MTE is owned by the Modoc Nation of Miami, Oklahoma, a federally recognized Native American Tribe, and is a registered SBA Small Disadvantaged Business and certified 8(a) company.

At Walga MTE, we know employee well-being is important. That’s why we’re committed to making resources available to you that will enable you to become happier, healthier, and more productive in all areas of your life. We offer a comprehensive compensation and benefits package including:

• Generous PTO Package
• 11 Paid Holidays
• Health Benefits Effective Immediately
• 401K and Immediate Company Matching
• Education Assistance
• Paid Parental Leave

All qualified applicants will receive consideration for employment without regard to race; creed; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or citizenship status; or any other status protected by law. We are proud to be an affirmative action and equal opportunity employer.

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