Document Control Two Jobs in Michigan (NOW HIRING)

Asphalt Specialists, LLC is seeking for a Project Engineer I and II. A Project Engineer I and II supports the project team in planning, organizing, and delivering projects on schedule and within budget. This role involves administrative, coordination, and communication tasks that help maintain smooth project operations. The Project Engineer I and II will be able to perform the following essential functions under the supervision of the Account Manager.

Roles and Responsibilities

1. Project Administration:

• Document Control: Organize and maintain project files, including contracts, change orders, and meeting minutes.
• Contract and Subcontract Management: Assist in preparing, distributing, and tracking contracts and purchase orders.
• Permit Coordination: Help secure and track necessary permits, licenses, and registrations required for the project.

Construction Submittals:

• Receive submittals from subcontractors and suppliers, ensuring all required documentation is complete.
• Distribute submittals to the appropriate design professionals or internal stakeholders for review and approval.
• Track submittal status, maintain an accurate log of submittals, and follow up to ensure timely responses.
• Organize and archive approved submittals and related documents for easy reference.

2. Scheduling and Coordination

• Project Calendar: Maintain and update the master project schedule or calendar, alerting the team to upcoming deadlines and milestones.
• Meeting Coordination: Schedule project meetings, prepare agendas, take minutes, and follow up on action items.
• Resource Allocation: Support account managers in coordinating labor, materials, and equipment needs with vendors and subcontractors.

3. Communication and Reporting

• Team Communication: Serve as a central point of contact for the project team, relaying information and updates as needed.
• Client Interaction: Help respond to client inquiries and requests, escalating issues to senior management or the account manager as appropriate.
• Progress Reporting: Assist in compiling and distributing regular project status reports, summarizing updates, accomplishments, and concerns.

4. Budget and Cost Tracking

-Invoice Preparation:

• Work with account managers and accounting teams to gather all necessary documentation (timesheets, purchase orders, subcontractor invoices, etc.).
• Prepare draft invoices for clients, ensuring accuracy in billing rates, quantities, and costs.
• Coordinate invoice approvals and submit final invoices within agreed-upon timeline

-Invoice Processing: Collect and verify invoices from suppliers and subcontractors, ensuring accuracy before forwarding to accounting.

-Expense Monitoring: Track and record project expenditures, flagging any discrepancies or potential overruns to project leadership.

-Change Order Documentation: Help prepare and process change orders, ensuring accurate cost and schedule implications are captured.

5. WIP and Backlog Management

-WIP Spreadsheet Preparation

• Gather financial data such as costs incurred, projected costs, and revenue to date from accounting and project management teams.
• Prepare and regularly update the Work-In-Progress (WIP) spreadsheet to reflect ongoing project status, percent complete, and forecasted costs.
• Ensure all formulas and calculations are accurate, providing clear visibility into project health.
• Present WIP reports to project managers, finance, or senior leadership for decision-making and financial planning.
• Keep historical records of WIP spreadsheets for auditing and analysis.

-Backlog Spreadsheet Updating

• Maintain and update the backlog spreadsheet to show upcoming and secured projects along with their start dates, projected revenues, and allocated resources.
• Coordinate with account management team to track newly awarded projects and add them to the backlog.
• Communicate backlog changes to project managers, finance, and other stakeholders to support resource planning and financial forecasting.

6. Quality Assurance and Compliance

• Documentation Support: Aid the account manager and project management team in maintaining records of inspections, testing, and compliance reports.
• Standards and Regulations: Ensure that all documents and project records meet industry standards and regulatory requirements.
• Site Coordination: Coordinate with on-site personnel to ensure that quality procedures and safety protocols are consistently followed.

7. Risk and Issue Management

• Early Warning: Track project risks or issues, escalating concerns to project management for timely resolution.
• Problem-Solving: Proactively identify coordination or logistical challenges and propose solutions to keep projects on track.
• Contingency Planning: Maintain backup plans or alternative approaches for materials, scheduling, or resource allocation.

8. Collaboration and Stakeholder Management

• Internal Coordination: Work closely with estimators, account managers, field teams, and other departments (e.g., HR, finance) to streamline project workflows.
• External Relationships: Coordinate with vendors, suppliers, and subcontractors for timely deliveries and clear communication.
• Status Updates: Prepare regular updates for stakeholders, including senior management and clients, on project milestones and outcomes.

9. Project Closeout

• Documentation Finalization: Collect and organize final project documents, such as as-built drawings, warranties, and operation manuals.
• Lessons Learned: Participate in project debriefs to capture best practices and improvement opportunities for future projects.
• Closeout Reports: Help compile final project reports and archive necessary documentation for reference.

An employee in this position may be requested to do any or all the foregoing essential functions. These examples do not include all the duties which the employee may be expected to perform.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

The Project Engineer I and II will possess at a minimum the following attributes:

• Meets all of the Company's core values
• Strong work ethic and ability to self-start
• Organizational Skills: Capable of managing multiple tasks and priorities in a fast-paced environment.
• Communication: Clear and effective verbal and written communication with internal teams, clients, and subcontractors.
• Detail-Oriented: Accuracy in updating schedules, tracking expenditures, and maintaining project records.
• Multitasking: Ability to handle various administrative duties simultaneously while delivering consistent, quality work-product.
• Technical Knowledge: Familiarity with construction terminology, processes, and software/tools (e.g., MS Project, Procore, or similar).
• Problem-Solving: Proactive in identifying potential issues and finding practical solutions.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for prolonged periods of time.
• Ability to work at a computer for prolonged periods of time.
• Ability to work under pressure and meet deadlines.
• Ability to travel to various office locations, meetings, training and/or conferences as needed or required by employer.
• Ability to communicate via telephone, email, video or in person. Ability to present to small groups.

DISCLAIMER: All the above duties and responsibilities are essential job functions subject to reasonable accommodation and change. All job requirements listed indicate the minimum level of knowledge, skills, and/or ability deemed necessary to perform the job proficiently. You may be required to perform other or different job-related duties as requested by your supervisor, subject to reasonable accommodation. This document does not create an employment contract, implied or otherwise. Employment with the Company is 'at-will.' The Company is an Equal Opportunity Employer.

Benefits:

Benefits:

• Very affordable PPO health insurance starting as low as $12 per week.
• Dental and Vison insurance available
• Personal Time Off available after 120 days of employment
• Weekly pay
• 401K with company contribution.