Construction Document Control & Project Coordinator

Work arrangement: On-site at our Houston, TX office; remote work is not available.

Schedule: Full-time or part-time.

Language: Mandarin Chinese required, with professional English communication skills.

OPT / H-1B: We can support eligible OPT candidates and offer H-1B sponsorship, subject to applicable eligibility requirements.

We are seeking an organized, detail-oriented coordinator to prepare project documents and support our industrial construction business. You will work with administration, accounting, project teams, and leadership to turn project information into accurate, complete, review-ready document packages.

• Organize project files, maintain document registers and revision histories, and preserve original records.
• Prepare client prequalification questionnaires and coordinate supporting company information, project references, resumes, licenses, insurance certificates, and safety records.
• Assemble payment application and invoice support packages, including approved schedules, change orders, receipts, and supporting records, for review.
• Collect and organize drawings, specifications, bid forms, and clarifications for estimating and proposal packages.
• Prepare and format Word documents, Excel trackers, and PDF packages with clear indexes, page numbers, and complete attachments.
• Organize correspondence and supporting records into factual timelines and traceable files for management and authorized advisers.
• Track missing documents, deadlines, and action items; follow up with team members and flag unresolved issues.
• Prepare meeting materials and coordinate signatures, notarization appointments, and submissions after approval.
• Maintain confidentiality and distinguish internal working files from approved external documents.

• Ability to communicate in Mandarin Chinese and use Chinese-language business documents.
• Professional English reading and writing skills for business emails and project documents.
• Ability to work on-site at our office on an agreed full-time or part-time schedule.
• Working proficiency in Microsoft Word, Excel, and PDF tools.
• Strong organization, attention to detail, follow-through, and ability to manage multiple deadlines.

• Experience in construction administration, document control, project coordination, or a related role; two or more years is preferred.
• Familiarity with payment applications, change orders, prequalification packages, or closeout documentation.
• Experience with Procore, SharePoint, One Drive, Adobe Acrobat, or Bluebeam.