Submittal Coordinator

Spectra Holdings, Inc•Norcross, GA

2d•Onsite

About The Position

At Diverzify+ and our Family of Brands, our Submittal Coordinator is responsible for supporting project teams through the coordination, preparation, and delivery of complete and accurate submittal and closeout documentation for flooring projects. This role partners closely with Project Managers, Sales, vendors, and general contractors to manage samples, product data, project documentation, and timelines to ensure projects progress smoothly from preconstruction through closeout.

Requirements

Highly organized with strong attention to detail and the ability to manage multiple projects in a deadline-driven environment.
Understanding of flooring and construction drawings and finish schedules.
Strong written and verbal communication skills; ability to coordinate with internal teams, vendors, and external partners.
Proficiency in Nitro for compiling, combining, and marking up digital documents.
Basic working knowledge of construction and project management platforms such as Procore, Autodesk, Pybe, and Buildr.
Ability to lift, sort, and organize large or heavy flooring samples.
Experience using courier and shipping services, including FedEx and UPS.

Nice To Haves

Previous experience in a Submittal Coordinator, Project Coordinator, or Construction Administrator role.
Familiarity with manufacturer documentation, warranties, safety data sheets, and compliance requirements.
Experience coordinating closeouts and O&M documentation.
Hands-on experience working directly with vendors, manufacturers, and distributors.

Responsibilities

Coordinate and manage project submittals from start to finish, including reviewing finish schedules, identifying specified materials, ordering samples, assembling documentation, and tracking delivery.
Create and maintain submittal transmittals, cover sheets, labels, and routing documents to meet project-specific, GC, and architect requirements.
Compile comprehensive product data packages for flooring materials, including product images, specifications, maintenance information, warranties, and safety documentation.
Order, receive, organize, and package physical and digital samples for general contractor and architect review.
Maintain and replenish product and sample libraries, ensuring frequently used flooring materials, wall base, grout charts, and VCT samples remain up to date.
Coordinate with manufacturers, mill reps, and distributors to request samples, obtain documentation, clarify product information, and support product substitutions or changes.
Track and organize product selections, revisions, and plan changes, ensuring documentation reflects the most current project requirements.
Assist with product recommendations and product matching to support project needs.
Support project-specific qualification requests, including Safety Data Sheets (SDS), testing reports, special warranties, and compliance documentation.
Prepare and submit project closeout and O&M (Operations & Maintenance) documentation, including manufacturer maintenance and warranty information.
Package, label, and ship samples and documents using FedEx, UPS, and courier services, ensuring timely and accurate delivery.
Serve as a key point of contact between Project Managers, Sales, vendors, and general contractors regarding submittal status, documentation, and timelines.
Maintain organized digital and physical project files to ensure accurate documentation, easy retrieval, and audit readiness.
Manage multiple projects simultaneously while meeting tight deadlines and turnaround expectations.