Project Document Control Spec. - Construction Mgmt. & Inspection

Whitman, Requardt & Associates, LLP • Fairfax, VA, US, VA

13d • $45 - $55 • Hybrid

About The Position

Whitman, Requardt & Associates, LLP (WRA) is seeking a highly organized and detail-oriented Project Document Control Specialist to support our Construction Management & Inspection (CMI) Group in Fairfax, Virginia and Washington, DC. This role will support active public-sector construction contracts by maintaining project records, managing document control workflows, supporting contract administration, and ensuring project documentation is complete, accurate, timely, and accessible. The work location will vary between the client site and the local WRA office in DC and/or Northern Virginia. This is an excellent opportunity for a document control or project records professional with construction, transportation, utility, or civil infrastructure experience who thrives in a fast-paced, collaborative environment and can support both field and office project teams.

Requirements

• Minimum 5 years of relevant document control, project records, contract administration, or construction project support experience; 7 or more years of project records management experience on public-sector construction projects is preferred.
• Experience supporting construction management and inspection (CM/CI) projects, preferably for transportation, civil infrastructure, utility, highway, bridge, or municipal construction programs.
• Strong understanding of construction document control processes, version control, records management, filing protocols, audit requirements, and project closeout documentation.
• Familiarity with public-sector contracts and owner/agency procedures, such as northern Virginia local governments, VDOT, DDOT, or similar municipal, state, or federal clients.
• Working knowledge of common construction documentation, including general correspondence, monthly pay estimates, RFIs, submittal logs, meeting minutes, EEO and wage records, daily inspection reports, daily diaries, project sketches, material certifications, and material notebooks.
• Ability to generate reports, prepare and review daily work records, document daily occurrences, review monthly and final estimates, and verify contractor pay applications against project work logs.
• Proficiency with document management and construction administration software systems, along with Microsoft Office applications including Excel, Word, Outlook, and Teams.
• Excellent organizational skills, strong attention to detail, and the ability to manage multiple priorities, deadlines, and document workflows in a fast-paced construction environment.
• Strong written and verbal communication skills with the ability to coordinate effectively with contractors, inspectors, project staff, client representatives, and other stakeholders.
• Ability to handle confidential project records, maintain professional documentation standards, and support factual, defensible project files.

Nice To Haves

• Experience working on VDOT, DDOT, transportation, utility, water/wastewater, highway, bridge, or other civil infrastructure construction projects.
• Knowledge of client-specific construction documentation standards, contract administration procedures, and electronic project filing requirements.
• Experience supporting field teams, inspectors, resident engineers, construction managers, contractors, and client representatives.
• Experience with final records audits, payment documentation, quantity reconciliation, claims documentation, non-conformance tracking, as-built records, and project closeout.
• Associate or bachelor’s degree in construction management, engineering, business administration, or a related field is a plus.
• Construction inspection, project records, document control, or agency-specific certifications are a plus and may be required depending on project assignment.

Responsibilities

• Maintain construction project records and document control under the direction of the Construction Manager, Project Manager, or designee.
• Set up, process, track, distribute, and archive construction-related project documents using client or project document management systems, such as SharePoint, Procore, e-Builder, VDOT/DDOT systems, or similar platforms.
• Organize, track, and control incoming and outgoing project documents including RFIs, submittals and resubmittals, change documentation, letters of transmittal, reports, meeting minutes, correspondence, and contractor submissions.
• Institute and maintain document tracking logs to support timely responses, version control, audit readiness, and a clear record of document flow.
• Maintain RFI logs, submittal logs, change order logs, issue/claim logs, non-conformance logs, material certification files, and other project records required by contract or client procedures.
• Generate, coordinate, and maintain project reports and correspondence, including weekly or monthly progress reports, status updates, meeting materials, and documentation needed for audits, claims, and closeout.
• Attend project meetings and prepare accurate meeting minutes, action item logs, and follow-up documentation.
• Collect, record, verify, and reconcile quantities, payment applications, invoices, monthly estimates, and supporting documents in coordination with the Construction Manager and inspection staff.
• Maintain a comprehensive record of quantities, changes, payments, and supporting payment documentation such as material certifications, subcontractor and supplier affidavits, insurance certificates, stored material invoices, and related records.
• Support contractor compliance documentation related to Equal Employment Opportunity, wage requirements, labor regulations, certified payroll, or other state/federal requirements when required by the contract.
• Prepare, maintain, and organize daily diaries, daily inspection reports, daily equipment and personnel records, project sketches, material notebooks, and other field documentation required by the owner or agency.
• Monitor and maintain records related to Notices of Intent, potential claims, issues, non-conformance reports, and corrective actions, ensuring files are complete, factual, and supported by project timelines.
• Assist with project closeout, final records reviews, records audits, and maintenance of as-built drawings and other closeout deliverables.
• Coordinate document flow between field staff, inspectors, project managers, contractors, consultants, and client stakeholders while maintaining confidentiality and integrity of project records.

Benefits

• Flexible work schedule options
• Competitive salary
• Leave accrual and paid holidays
• Healthcare benefits
• Group Life Insurance, as well as additional optional life Insurance, short and long term disability insurance
• Flexible spending accounts for medical and dependent care reimbursement
• 401(k) Retirement Plan
• Tuition Reimbursement
• Employee Assistance Program
• Parental and maternity leave benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed