Document Control Assistant Jobs in Kirklin, IN (NOW HIRING)

About Us

Clayco is a full-service, turnkey real estate development, master planning, architecture, engineering, and construction firm that safely delivers clients across North America the highest quality solutions on time, on budget, and above and beyond expectations. With $8.1 billion in revenue for 2025, Clayco specializes in the "art and science of building," providing fast track, efficient solutions for mission critical, industrial, life sciences, power & energy, aviation, commercial, institutional, residential and sports & entertainment related building projects.

The Role, We Want You For

We are seeking a detail-oriented Document Control Specialist to support large-scale project operations within a fast-paced environment. Beyond traditional document control, this position requires an expansion into Quality Control (QC) Knowledge. This role provides project quality control document coordination throughout the construction and closeout process. This includes but not limited to equipment, testing, certifications, checklist etc. Coordinate with the project management team and subcontractors to determine document flow and responsibility to maintain Clayco procedural standards while customizing and improving on these standards as required by each project. Point Person for logging and tracking documents and distributing to the Project Team Members and maintaining the electronic filing system.

This person helps to troubleshoot issues with the project control software (PCS) that may arise with project team and subcontractors Candidate understands the construction process and will keep with the policies and standards of Clayco as the project progresses.

The Specifics of the Role

• Maintain electronic project files and folder structures across multiple platforms.
• Transfer data (issues, checklists, test reports, etc) between the owner’s software platform and Clayco’s software platform as needed by the project.
• Receive all test reports for all scopes and assist in review for issues or deficiencies. Notify the project team of any issues or deficiencies identified in the field. notify the testing company if there are any grammatical errors in the reports to correct.
• File all test reports in the correct locations by scope and or area as needed by the project to ensure folder structures are maintained.
• Assist in ensuring checklists, issues, and test reports are referenced to the applicable assets by either definable feature of work or equipment to facilitate quality turnover packages and handoff to commissioning.
• Manage and adjust workflows for standardized processes with the direction of the project team.
• Entering new companies and individuals in the project controls software and maintains roles and permissions in the software.
• Assist in format and content of project specific reports as requested. Maintain and distribute reports summarizing quality metrics, including open vs closed issues, issues by subcontractor, checklists completed by subcontractor, etc. as the project needs.
• Maintain company standards and procedures for the Project and follow up with the team to ensure they are being followed.
• Assist in data searches of previous project, lessons learned, quality alerts, and best practices.

Requirements

• Experience in the construction industry is a plus
• Two-year degree in business administration or related associates degree is preferred.
• Years’ experience considered in leu of degree
• Excellent computer skills, including document management system, Word, Excel, and Outlook, and willingness to regularly update skills
• Excellent communication skills, both oral and written.
• Excellent listening skills with attention to detail.
• Excellent and efficient quality of work.
• Able to be flexible with work hours
  

Some Things You Should Know

• This is a safety-sensitive role, subject to background checks and mandatory drug testing.
• Travel is required, as projects and clients are nationwide.
• We take a collaborative design-build approach that sets us apart.
• Our projects are creative, complex, high-profile, and award-winning.
• The pace is fast!

Why Clayco?

• 2025 Best Places to Work – St. Louis Business Journal, Los Angeles Business Journal, and Phoenix Business Journal.
• 2025 ENR Top 400 – Top Data Center Contractor (Top 3).
• 2025 ENR Top 100 Design-Build Firms – Design-Build Contractor (Top 5).
• 2025 ENR Top 100 Green Contractors – Green Contractor (Top 3).
  

Benefits

• Discretionary Annual Bonus: Subject to company and individual performance.
• Comprehensive Benefits Package Including: Medical, dental and vision plans, 401k, generous PTO and paid company holidays, employee assistance program, flexible spending accounts, life insurance, disability coverage, learning & development programs and more!

Compensation

• The salary range considers multiple factors, including education, qualifications, skills, experience, certifications, internal equity, and location. Compensation decisions are made on a case-by-case basis.