Construction Filing Assistant

For over 40 years, Tri State Service Station Maintenance has provided construction, installation, maintenance, and service support within the petroleum service industry. We work with customers and project teams to coordinate construction and service needs while maintaining a strong commitment to quality, safety, organization, and dependable customer service.

We are currently seeking a reliable and highly organized Construction Filing Assistant to support our construction and service operations remotely.

Position Overview

The Construction Filing Assistant is responsible for organizing, maintaining, and updating digital documentation associated with construction projects and service operations. This fully remote position provides administrative support to project managers, technicians, contractors, and construction teams by helping ensure project records remain accurate, complete, organized, and easily accessible.

The primary focus of this role is processing incoming documents, maintaining digital project files, entering and updating project information, identifying missing documentation, and ensuring records are filed according to established company procedures.

The ideal candidate is detail oriented, dependable, comfortable working with digital documents, and capable of managing information across multiple projects. Previous construction or document management experience is helpful but not required. Training will be provided.

Responsibilities

• Receive, review, organize, and file construction related documents and project records.
• Maintain accurate digital folders for active, pending, and completed construction projects.
• Upload and categorize project documents according to established filing procedures.
• Enter and update project information in spreadsheets, databases, and internal management systems.
• Organize documents including work orders, estimates, invoices, purchase records, inspection reports, project notes, photographs, plans, and supporting materials.
• Review incoming documents for completeness and ensure they are associated with the correct customer and project.
• Maintain consistent file naming, document organization, and record keeping standards.
• Track document revisions and help ensure the most current project information is properly stored.
• Identify missing, incomplete, duplicate, or incorrectly filed documentation and take appropriate steps to resolve discrepancies.
• Monitor shared inboxes for incoming construction documents and process information according to company procedures.
• Follow up with project managers, technicians, contractors, and internal team members when required information or documentation is missing.
• Maintain accurate customer, contractor, vendor, and project records within company systems.
• Assist with organizing documentation for construction projects, installations, inspections, maintenance, repairs, and service activities.
• Retrieve project documents and records when requested by authorized team members.
• Assist with preparing digital project folders and documentation for new projects.
• Organize completed project records and assist with project closeout filing.
• Prepare basic document lists, project summaries, spreadsheets, and filing reports when requested.
• Protect confidential customer, project, vendor, and company information.
• Provide general remote filing, data entry, and administrative support to construction, project management, and service teams.

Qualifications

• High school diploma required. Bachelors degree or equivalent preferred.
• Previous experience in filing, data entry, document management, construction administration, project support, or general administrative work is helpful but not required.
• Excellent organizational skills and strong attention to detail.
• Ability to accurately enter, review, organize, and maintain detailed information.
• Comfortable working with digital documents, spreadsheets, email, databases, cloud storage systems, and office software.
• Strong typing and data entry skills.
• Ability to recognize missing, duplicate, or inconsistent information within project records.
• Strong time management skills and ability to organize multiple filing assignments and priorities.
• Clear and professional written and verbal communication skills.
• Ability to follow established filing procedures and documentation standards consistently.
• Comfortable communicating remotely with project managers, technicians, contractors, and internal team members.
• Reliable, professional, and capable of working independently with limited supervision.
• Ability to maintain confidentiality when handling customer, project, and company records.
• Reliable internet access and an appropriate environment for remote work.
• Willingness to learn basic construction terminology, company filing procedures, project documentation requirements, and internal systems through provided training.

Pay: $31.00 - $39.00 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid time off

Work Location: Remote