Construction Documentation Specialist - Public Works

Description

• Learn and apply MacKay Sposito’s construction management systems and standards.
• Partner with construction managers to ensure project documentation, communication, and quality control meet internal performance requirements.
• Ensure compliance with Local Agency Guidelines (LAG) on federally funded projects.
• Maintain and update project documentation, including contracts, permits, submittals, RFIs, and change orders.
• Organize and facilitate project meetings, prepare agendas, and record minutes.
• Communicate project information to clients, staff, and subconsultants.
• Assist in preparing and tracking project proposals, scopes, schedules, and budgets.
• Support project billing and invoicing processes.

Requirements

Join the team that builds communities. We are seeking a proactive and highly organized Construction Documentation Specialist to support our Public Works team in Vancouver, WA. In this critical role you will assist multiple Construction Managers by leading documentation efforts on local and state‑owned public works projects, handling RFIs, submittals, prevailing‑wage affidavits, DBE/apprentice goals, pay notes, field acceptance reports, meeting minutes, and monthly pay applications. The ideal candidate is detail‑oriented, customer‑service focused, and thrives in a fast‑paced, multitasking environment.

Employment is contingent upon a pre‑employment background check, drug screen, and participation in E‑Verify as a federal contractor. MacKay Sposito is an Equal Employment Opportunity employer. The position remains open until filled.

• Bachelor’s degree in Business Administration or related experience (preferred).
• Minimum two years of experience with LAG project documentation.
• Strong organizational and time‑management skills with ability to prioritize tasks.
• Excellent verbal and written communication abilities.
• Proficiency with project management software (e.g., Microsoft Project, Procore) and Google Office Suite.
• Proactive, self‑motivated, able to multitask and meet deadlines independently and within a team.
• Professional interpersonal skills for effective interaction with clients, consultants, and the community.

Benefits

We provide a comfortable and collaborative work environment that balances seriousness about our work with a fun culture. If you are ready to make an impact and grow your career with a mission‑driven firm, we would love to connect with you.

At MacKay Sposito we prioritize a people‑first culture, supporting employees and their families, and fostering well‑being that drives business decisions. Our 50‑year reputation in the community and with clients offers a solid foundation you can be proud of. We are deeply involved in community service, supporting local organizations focused on veterans and youth, with team members serving as volunteers, coaches, and board members.

Our values emphasize constructive candor, honesty, friendliness, and dedication. We encourage collaboration, employee ownership, and a supportive environment where colleagues challenge each other to be their best and celebrate successes.

The hourly wage ranges from $31.00 to $50.00 depending on experience and placement as a Project Coordinator I or II. Full‑time employees receive a comprehensive benefits package that includes medical, dental, vision, HSA, FSA, supplemental life insurance, 100% company‑paid life insurance, short‑ and long‑term disability, a 401(k) with up to 4% match, paid vacation, sick leave, 11 holidays, employee ownership opportunities, licensure expense reimbursement, and annual profit‑sharing bonuses.

Training + Development

Interview process

Visa Sponsorship

Security clearance