Records Management Specialist

Michael Baker International•Moon Township, PA

About The Position

Michael Baker International’s Construction Services staff supports clients through all phases of construction, from pre-design to close-out, by providing qualified construction managers, inspectors, constructability reviewers, schedulers, estimators, and safety experts. The Records Management Specialist supports successful construction project delivery through effective document management, contract administration, and project coordination. The role connects project management, field staff, contractors, clients, and design teams, ensuring project documentation is accurate, organized, and maintained throughout the project lifecycle. The specialist manages project document-control systems and records; monitors logs, reports, deliverables, and closeout requirements; coordinates project documents and correspondence among stakeholders; and supports meetings, audits, and final turnover. Field inspections may be performed as needed to verify construction activities, document conditions, and support compliance with project plans, specifications, and contract requirements.

Requirements

At least 5 years of construction experience in document control, office engineering, project engineering, or construction administration.
Strong communication skills and the ability to be persistent, professionally assertive, and hold project teams accountable.
Strong ownership of accurate, complete, timely, and audit-ready project records.
Knowledge of construction plans, specifications, contracts, terminology, and field operations.
Experience managing RFIs, submittals, change orders, pay applications, and project correspondence.
Proficiency with Microsoft Office, SharePoint, Teams, Bluebeam, Procore, Trimble, or similar construction management platforms.
Ability to manage competing priorities and deadlines in a fast-paced construction environment.

Nice To Haves

Associate’s or Bachelor’s degree in Construction Management, Engineering, Civil Engineering Technology, or a related field.
Experience in transportation, bridge, highway, vertical construction, aviation, water/wastewater, or infrastructure.

Responsibilities

Manage project document-control systems and maintain accurate, organized, and compliant project records.
Maintain and audit project logs to confirm they are current and accurate.
Follow up with project staff, supervisors, and contractors on overdue or missing entries, using reminders, escalation, and in-person check-ins as needed.
Monitor inspection staff for timely submission of reports and flag late, incomplete, or non-compliant reports.
Enforce documentation standards, formats, and deadlines, and escalate repeat offenders to project management.
Perform field inspections as needed to verify construction activities, document field conditions, and support compliance with project plans, specifications, and contract requirements.
Work with field inspection staff to ensure reports, daily records, photos, quantities, and supporting documentation accurately reflect field work.
Maintain the document management system, including folder structure, naming conventions, and access permissions.
Coordinate and track submittals, RFIs, change orders, field directives, contract documents, and project correspondence.
Maintain project logs, databases, as-built drawings, redlines, and construction records throughout the project lifecycle.
Monitor project deliverables, schedules, and closeout requirements while ensuring documentation is complete and audit-ready.
Coordinate document flow among clients, contractors, consultants, and project stakeholders.
Support project meetings, audits, and final closeout activities, including collection and organization of turnover documentation.