Construction Document Coordinator

Job Description

Job Description

About VIP Systems
VIP Systems is a leading South Florida systems integrator specializing in electrical and low-voltage technology solutions for luxury residential, multifamily, commercial, and mixed-use developments. We partner with developers, architects, engineers, and general contractors to deliver complex technology infrastructure, including structured cabling, security, access control, surveillance, networking, and integrated building systems.
Our success is built on technical excellence, strong project management, and exceptional document control throughout every phase of construction.

Position Overview

VIP Systems is seeking a highly organized and detail-oriented Construction Document Coordinator to support our Project Management team by overseeing project documentation from pre construction through project closeout. This role is responsible for maintaining accurate project records, coordinating document workflows, tracking revisions, managing submittals and RFIs, assisting with permitting and inspections, and ensuring project teams always have access to the latest approved information.
The ideal candidate thrives in a fast-paced construction environment, enjoys working with highly organized systems, and understands the importance of document accuracy in successful project execution.

Key Responsibilities Document Control

• Manage and organize project documentation across multiple active construction projects.
  

• Maintain current drawings, specifications, addenda, bulletins, revision logs, and document registers.
  

• Upload, distribute, and manage project documents using Pro core or other construction management platforms.
  

• Ensure project teams are working from the latest approved drawings and specifications.
  

Project Documentation

• Prepare, submit, and track Requests for Information (RFIs), submittals, shop drawings, product data, samples, and other project documentation.
  

• Maintain document logs, transmittal, meeting minutes, correspondence, approval logs, and distribution records.
  

• Track Architectural Supplemental Instructions (ASIs), change orders, field directives, and drawing revisions.
  

Coordination

• Coordinate document updates with Project Managers, Superintendents, Engineers, General Contractors, Architects, Vendors, Subcontractors, and Clients.
  

• Follow up with internal and external stakeholders regarding outstanding approvals, revisions, and overdue documentation.
  

• Assist with project reporting, scheduling updates, meeting coordination, and administrative support.
  

Permits & Inspections

• Assist with permit applications, inspection scheduling, correction notices, and jurisdictional documentation.
  

• Maintain permit logs and ensure required documentation is submitted on time.
  

Project Closeout

• As-built drawings
  

• Operations & Maintenance (O&M) manuals
  

• Equipment warranties
  

• Manufacturer documentation
  

• Testing and commissioning reports
  

• Training documentation
  

• Verify all closeout documentation is complete, accurate, and submitted according to contract requirements.
  

Quality Assurance

• Review project documents for accuracy, completeness, formatting, naming conventions, and version control before distribution.
  

• Maintain organized electronic and physical project files.
  

• Protect confidential company and client information while ensuring proper document security.
  

Requirements

Experience

• Minimum of 2 years of experience in construction document control, project coordination, project administration, or a similar construction support role.
  
• Experience supporting electrical, low-voltage, security, access control, CCTV, audio-visual, or commercial construction projects are highly preferred.
  

Technical Knowledge

Strong understanding of:

• Construction drawings and specifications
  
• RFIs and submittals
  
• Shop drawings
  
• Change orders and revision tracking
  
• Construction document workflows
  
• Project closeout documentation
  

Software Skills

• Experience with Pro core or similar construction management software preferred.
  
• Proficiency in Microsoft Outlook, Word, Excel, and Adobe Acrobat.
  
• Experience managing electronic document control systems.
  

Professional Skills

• Ability to read and interpret construction drawings and technical documentation.
  
• Exceptional organizational skills with strong attention to detail.
  
• Ability to manage multiple projects and competing priorities simultaneously.
  
• Strong written and verbal communication skills.
  
• Self-motivated with the ability to work independently while collaborating effectively with project teams.
  
• Bilingual English and Spanish are a plus.
  

Preferred Qualifications

• Experience with Pro core document management and workflow automation.
  
• Electrical and low-voltage construction experience.
  
• Permit and inspection coordination.
  
• Submittal, RFI, and change order management.
  
• As-built drawing preparation and project closeout documentation.
  
• Construction scheduling, meeting coordination, and project administration.
  

BenefitsWhy Join VIP Systems?

At VIP Systems, you'll play a critical role in keeping projects organized, compliant, and moving forward. Your attention to detail will directly support successful project delivery while working alongside experienced project managers and engineers on some of South Florida's premier developments.

We offer a collaborative environment where organization, professionalism, and continuous improvement are valued, along with opportunities for long-term career growth.

Benefits

• Competitive salary based on experience
  
• Full-time, year-round employment
  
• Paid holidays and paid time off (PTO)
  
• Professional training and career development opportunities
  
• Supportive, team-oriented work environment
  
• Advancement opportunities within a growing company