Records Management Specialist

CONSTRUCTION SERVICES PRACTICE

Michael Baker International’s Construction Services staff supports clients by acting as their trusted on-site agent through all phases of construction, from pre-design to close-out, by providing qualified construction managers, inspectors, constructability reviewers, schedulers, estimators and safety experts. As new technologies evolve throughout the construction industry, innovative ideas are required to maintain and deliver successful construction projects.

What We're Looking For:

We are seeking an experienced Records Management Specialist to support the successful delivery of construction projects through effective document management, contract administration, and project coordination. This role serves as a critical link between project management, field staff, contractors, clients, and design teams, ensuring project documentation is accurate, organized, and maintained throughout the project lifecycle.

What You'll Do:

• Manage project document control systems and maintain accurate, organized, and compliant project records.
• Maintain and audit project logs to confirm they are current and accurate.
• Follow up with project staff, supervisors and contractors on overdue or missing entries, using reminders, escalation and in-person check-ins as needed.
• Monitor inspection staff for on-time submission of reports, and flag late, incomplete or non-compliant reports.
• Enforce documentation standards, formats, and deadlines and escalate repeat offenders to project management.
• Perform field inspections as needed to verify construction activities, document field conditions, and support compliance with project plans, specifications, and contract requirements.
• Work closely with field inspection staff to ensure inspection reports, daily records, photos, quantities, and supporting documentation accurately reflect work performed in the field.
• Maintain the document management system, including folder structure, naming conventions and access permissions.
• Coordinate and track submittals, RFIs, change orders, field directives, contract documents, and project correspondence.
• Maintain project logs, databases, as-built drawings, redlines, and construction records throughout the project lifecycle.
• Monitor project deliverables, schedules, and closeout requirements while ensuring documentation is complete and audit-ready.
• Coordinate document flow among clients, contractors, consultants, and project stakeholders.
• Support project meetings, audits, and final closeout activities, including the collection and organization of turnover documentation.

What You Need to Succeed:

• Associate’s or Bachelor’s degree in Construction Management, Engineering, Civil Engineering Technology, or related field preferred.

• 5+ years of construction experience in document control, office engineering, project engineering, or construction administration.

• Strong communication skills with the ability to be persistent, professionally assertive, and hold project teams accountable.

• Strong ownership of accurate, complete, timely, and audit-ready project records.

• Knowledge of construction plans, specifications, contracts, terminology, and field operations.

• Experience managing RFIs, submittals, change orders, pay applications, and project correspondence.

• Proficiency with Microsoft Office, SharePoint, Teams, Bluebeam, Procore, Trimble, or similar construction management platforms.

• Ability to manage competing priorities and deadlines in a fast-paced construction environment.

• Transportation, bridge, highway, vertical construction, aviation, water/wastewater, or infrastructure experience preferred.

Compensation

The approximate compensation range for this position is $78,218 - $91,943. This compensation range is a good-faith estimate for the position at the time of posting. Actual compensation is dependent upon factors such as education, qualifications, experience, skillset, and physical work location.

Why Choose Us:

• Medical, dental, vision insurance
• 401k Retirement Plan
• Tuition reimbursement
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Life, AD&D, short-term, and long-term disability
• Professional and personal development
• Generous paid time off
• Commuter and wellness benefits

#LI-LM1

Michael Baker International, a leading provider of engineering and consulting services, including design, planning, architectural, environmental, construction and program management, has been solving some of the world’s most complex infrastructure challenges for more than 85 years with a legacy of expertise, experience, innovation and integrity.


Based in Pittsburgh and with over 100 offices nationwide, we partner with clients on everything from roads, bridges, tunnels, mass transit, and airports, to water treatment plants, arctic oil pipelines, environmental restoration and specialized overseas construction. We serve as a trusted adviser to the communities we serve, making them safer, more accessible, more sustainable and more prosperous.


We provide visionary leadership in facilitating transformational change for our clients. Our work delivers differentiating innovations and dedicated experts who challenge the status quo and share a world of diverse experience and an impassioned entrepreneurial spirit. We deliver quality of life.


We Make a Difference.

Michael Baker International is proud to be an Equal Opportunity Employer. Michael Baker International provides equal employment opportunity for all persons, in all facets of employment. Michael Baker International maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks. We encourage all qualified applicants to apply for any open position for which they feel they are qualified and all will receive consideration for employment without regard to race, color, religion, creed, age, gender, sexual orientation, gender identity, national origin, citizenship status, marital status, familial status, pregnancy or childbirth, genetic information, disability, protected veteran status, status with regard to public assistance, or membership or activity in a local human rights commission, or any other legally protected status.


EEO is the Law. Applicants to and employees of Michael Baker International are protected under Federal law from discrimination.

*It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

*There is no current application deadline. Michael Baker will continue to accept applications on an ongoing basis until the position is filled or no longer needed.