Project & Document Control Specialist

RVE an Ardurra Company is seeking a Project & Document Control Specialist to work out of our Cherry Hill, NJ Office

Remington & Vernick Engineers an Ardurra Company is in search of a charismatic individual to join our team as a contract administrator. This individual must be able to multitask, work well under pressure and function as a team player. In addition to typing, filing and scheduling, performs duties such as financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects.

Also, answers non-routine correspondence and assembles confidential and sensitive information. Deals with external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize workload.

• Schedules and organizes complex activities such as meetings, education, conferences and department activities for all members of the department.
• Manages multiple contracts from start to finish for municipal, subconsultant, private client, and special projects. Responsible for documentation and data integrity.
• Establishes, develops, maintains and updates project filing system for the department. Retrieves information from files when needed. Ability to understand when to enlist the efforts of client representatives and senior management to accelerate the collection process.
• Discussing terms and conditions with internal and external partners, such as vendors, contractors, suppliers, and clients.
• Coordinates projects with inspectors, engineers, project managers, and external partners.
• Establish and maintain effective and cooperative working relationships with co-workers and clients. Works in cooperation with other assistants to cover phones, manage correspondence, and perform other clerical duties.
• Types and designs general correspondences, memos, charts, tables, graphs, schedules, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Provide information to billing department for chargeable projects related to RFP’s, contracts, grants, and client requirements for invoicing. Coordinate with Finance for payment of invoices, requests for purchase orders, and check requests.
• Formation and distribution of all design / inspection correspondence.
• Helping to resolve disputes and conflicts.
• Preparation and verification of all pay certificates, change orders, and submittal logs.
• Reviews and verifies daily inspection reports. Tracks quantities and pay items. Ensures accuracy and consistency between field documentation, photos, GIS data, and funding requirements.
• Functions as the primary coordinator and data source for multiple lead service line replacement projects in various municipalities. Implements and follows standardized protocols across all projects. Ensures all documentation is organized and verifiable.
• Maintains and updates the master lead service line tracking database for various projects.
• Validates pipe material determinations for various lead service line replacement projects based on field evidence and documentation. Confirms photo documentation requirements are met.
• Tracks property owner outreach and compliance documentation for various lead service line replacement projects, including access agreements, refusals, access attempts, and required notices.
• Prepares and reviews data summaries and reports for the NJDEP, NJ I-Bank, EPA for various lead service line replacement projects. Identifies data gaps, inconsistencies, or compliance risks and flags them for corrective action.

• Working knowledge of document control,…