Document Control Associate for Preconstruction
The Document Control Associate (DCA) will support the Preconstruction Division beginning immediately after Sylvan accepts a project for bid. This role will serve as the central point of coordination for bid documents, NDA administration, project file organization, vendor and subcontractor communication, and ongoing document distribution throughout the estimating process.
Essential Duties & Responsibilities
- Download all bid documents from the source platform, typically Building Connected.
- Coordinate execution of any required customer NDAs to obtain access to bid documents.
- Submit all NDAs to General Counsel for review before execution.
- Because the NDA signer typically receives future project correspondence, the DCA will serve as the primary point of contact for projects Sylvan is bidding.
- Coordinate NDA execution with selected subcontractors and vendors when required.
- Develop and maintain a log of NDAs executed by the Preconstruction Division.
- Obtain the CRM ID number from the coordinator and establish project folders on the shared drive.
- Populate project folders with the appropriate documents from the bid download.
- Organize the list of selected subcontractors and vendors through Building Connected Pro.
- Distribute the Material Matrix to selected vendors early in the process to support review and more competitive pricing.
- Provide bid documents and the Material Matrix to Sylvan’s BIM Manager, to support earlier coordination and more accurate BIM pricing.
- Receive and distribute addenda, revisions, and other project-related documents issued after the initial bid document download.
- Manage this process through Building Connected Pro.
- Distribute updated documents to Sylvan estimators, subcontractors, vendors, the BIM Manager, the Proposal Writer, and other team members involved in the estimating process to ensure all parties are working from the most current information.
- Assist with ACC Build setup for successful bids.
- Assist with turnover meetings for successful bids.
- Become familiar with production rates and where they are recorded for future estimator use.
- Develop subcontractor and vendor logs in Bid Board Pro for use across multiple projects.
- Develop wage rate logs in Bid Board Pro for use across multiple projects.
- Perform additional duties as assigned
Required Skills & Experience
- Strong computer skills, including Microsoft Excel, Word, and related business applicationsz.
- Ability to quickly learn and effectively use new software platforms, including Bid Board Pro and ACC Build.
- Strong organizational skills and attention to detail.
- Ability to think analytically and solve problems efficiently.
- Strong written and verbal communication skills.
- Ability to manage multiple projects and competing priorities at one time.
- Construction experience, a prior internship, or related education is preferred.
Apply Today
Send your resume to abloom@sylvan-inc.com
