Construction Documentation Coordinator

About the Role

Moseley is hiring for a full-time Construction Documentation Coordinator in our Scott’s Addition headquarters office. This role requires a well-organized, “can-do” multi-tasker with strong administrative and computer skills. You will extensively use Procore and Microsoft Office while supporting our Construction Administration (CA) team and projects. You’ll be regularly involved in construction phase services including project documentation, project file setup, proposal preparation, project & cost data entry, change orders, RFIs, and submittals.

Location: Richmond, VA (23230)

Responsibilities

• Keep project documentation moving for Construction Contract Administrators who are out of the office for an extended period due to project requirements
• Handle department administrative needs, including but not limited to distribution of mail, faxes, maintaining file storage at project completion, transcribing meeting minutes, and architectural and engineering site visit reports
• Create construction phase files for projects, including setting up new projects with a basic set of files and all additional files needed thereafter
• Assist Client Services by supplying the information required for preparation of proposals as requested
• Enter submittal registers and contract data into construction management database at the start of the construction phase
• Process applications for payment after approval by Construction Contract Administrator
• Enter CSI cost data into database
• Maintain and organize submittal “samples” for each project with appropriate identification labeling
• Create Change Orders when requested, including assembling PCO backup information from files, copying, and organizing them into the Change Order package
• Log RFIs, PCOs, and Submittals into construction management database and manage the transmittal to appropriate parties for review and response
• Additional responsibilities as assigned

Requirements

• High School Diploma required
• 2+ years’ administrative experience, previous Architecture or Construction office experience preferred

Skills

• Capable of working in a collaborative team environment to meet specific deadlines
• Strong ability to communicate clearly, both verbally and in writing
• Highly organized with strong attention to detail

Software Proficiencies

• Microsoft Office Suite required
• Procore experience preferred
• Ability to navigate/utilize Construction Management Software programs such as SharePoint, PlanGrid, and Converge preferred

Benefits

• Employer-paid Health Insurance with HRA (Health Reimbursement Arrangement)
• Basic life Insurance
• Parental Leave
• Holidays & Annual/Sick/Personal day Leave
• Short-term and Long-term Disability Insurance
• 401(k) with employer match
• Dental, Vision, and Pet Insurance
• Health FSA and Dependent Care FSA
• Telemedicine Services, EAP, & Wellness Programs
• Payments for Qualifying Professional Licenses & Dues
• Hybrid Work Model (following introductory period)

Pay

$27-32/hour

About the Firm

Founded in 1969, Moseley is an interdisciplinary design practice focused on the bedrock institutions and gathering places of communities across the United States. Offering architecture, engineering, interior design, and planning services, Moseley transforms communities by creating safe, sustainable, and engaging gathering places that instill pride and elevate daily life.

According to our 2025 workplace survey, 96% of employees believe that their work serves a valuable purpose for our firm; 94% believe Moseley respects and values their time with family and friends, away from work; 98% are proud to work at Moseley, and 95% would recommend the firm to friends for employment.