Duties and Responsibilities
Accurately log, date/time stamp all incoming and outgoing construction information into the construction records management database.
Follow construction information work flows and processes.
Transmit and distribute construction information and maintain distribution and room access lists.
Sort, classify, and code material for filing.
Prepare new files within the project file index classification plan. File various Medias.
Retrieve and route requested files or media.
Maintain accurate and up to date logs, file cabinet, file folder and tab labeling system.
Perform file system self-assessment to ensure all construction information is received and accurately logged and filed into the room.
Prepare construction information for close out by following company records management retention guidelines and processes. Log in detail records in the construction records management archive database.
Notify company team when construction suppliers are delinquent on turning over project deliverables to company.
Perform records management clerical duties.
Demonstrates good oral and written communication skills.
Self motivated and able to work independently.
1-6 years experience in records management and/or construction records management.
Some knowledge of records management principles and procedures.
Some knowledge in the security of information and information protection.
55 wpm typing skills and a strong eye for details.
Demonstrates ability to follow through on tasks and work flows.
Demonstrates ability to multi-task and process high volumes of all media types.
Strong customer service skills.
Some knowledge of records systems including classification, correspondence control and project file index (Taxonomy) and equipment usage.
Ability to work well under pressure during execution of a construction project where there will be a high volume of documents processed. (Example: 2,000 records processed in a month)
MS Office; Outlook, Word, Excel, PowerPoint, and Access.
AutoCAD Batch Plotting and convert DWG to PDF, Adobe Professional convert word, excel to PDF.
Able to lift and move 20lbs + weighted archive boxes.
General data entry, administrative, understand file structure concepts and database data entry with one to six years experience in records management in any field (Banking, Insurance, Construction, and Medical), preferably experience in the construction industry.
Effectively demonstrate the ability to manage information, file management (Taxonomy) and records management concepts.
High School Diploma, Associates Degree, certification or technical degree.
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