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
- Operations
& Maintenance (O&M) manuals
- Manufacturer documentation
- Testing and
commissioning reports
- 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.
Benefits
Why 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