Submittals Clerk
7 days ago
Chesapeake, VA, United States
Energy One America
Full time
Location: Chesapeake, VA (In-Office) Department: Commercial Division - Air Barrier, Coatings, & Insulation
Reports To: Project Manager / Operations Manager
Company: Energy One America
Job Description
Position Summary:
The Submittals Clerk & Coordinator is responsible for developing, compiling, tracking, and maintaining all project-related submittals and workflow documentation for commercial, institutional, and government projects involving air barrier systems, protective coatings, and insulation products. This role ensures all submittal packages are accurate, complete, compliant with project specifications, and delivered on time to support efficient field operations and project execution.
Key Responsibilities
Submittals & Documentation
- Prepare, develop, and compile detailed submittal packages-including product data, technical sheets, safety data sheets (SDS), certifications, shop drawings, and samples-for review and approval.
- Review project specifications to determine required submittals and documentation for air barrier, coatings, and insulation scopes.
- Track submittal status, revisions, approvals, and distribution to internal teams and external stakeholders.
- Maintain organized digital and physical records of all documentation.
- Coordinate with project managers, estimators, field supervisors, and vendors to obtain required documents and information.
- Assist in pre-construction documentation and closeout package preparation (O&M manuals, warranties, as-built information, etc.).
- Monitor workflow timelines and ensure all submittals meet project schedules and deadlines.
- Communicate with general contractors, architects, and inspectors to resolve questions and maintain compliance with contract requirements.
- Maintain internal tracking logs for materials, approvals, inspections, and QA/QC documentation.
- Support procurement coordination by confirming approved materials and verifying submittal alignment with purchase orders.
- Assist with document control for RFIs, addenda, spec updates, and project correspondence.
- Provide general administrative support to the operations and project management teams as needed.
Required:
- High school diploma or equivalent (Associate's degree preferred).
- 1-3 years of experience in construction administration, document control, or similar coordination role.
- Strong attention to detail, accuracy, and document management skills.
- Proficient in Microsoft Office (Word, Excel, Outlook) and PDF editing/markup tools.
- Excellent communication and organizational skills.
- Experience with commercial, institutional, or government construction projects.
- Familiarity with air barrier systems, coatings, insulation products, or similar building envelope scopes.
- Experience with Procore, PlanGrid, Bluebeam, or other construction management software.
- Understanding of submittal workflows and specification compliance.
- In-office position located at Energy One America's Chesapeake, VA office.
- Regular interaction with project teams, vendors, and external contractors.
- Fast-paced environment with multiple active projects and deadlines.
- Competitive pay based on experience
- Health, dental, and vision insurance
- Paid holidays and PTO
- Opportunities for growth within a leading building-envelope contractor
- Supportive team environment with established operational processes
