Submittal Manager - Mechanical Construction

We are an established mechanical contractor specializing in large commercial and government construction projects throughout the Florida Panhandle. We are seeking a highly organized, detail-oriented Submittal Manager to manage the submittal process across multiple construction projects.

The Submittal Manager will be responsible for receiving and reviewing vendor and supplier submittals, preparing professional electronic submittal packages, submitting documents to General Contractors, tracking approvals and revisions, and ensuring each submittal reaches successful final approval.

This position requires excellent organizational and computer skills, strong attention to detail, and the ability to manage a large volume of documents and deadlines across multiple projects.

Experience in mechanical construction, commercial construction, engineering, or construction document control is strongly preferred.

Primary Responsibilities

• Manage the complete submittal process from initial vendor receipt through final approval.
• Review project specifications, drawings and submittal requirements.
• Develop and maintain project submittal registers and logs.
• Request required submittals from equipment vendors, material suppliers and subcontractors.
• Review incoming submittals for completeness, accuracy and general compliance with project requirements before submission to the General Contractor.
• Identify missing information, obvious discrepancies and potential specification deviations and coordinate them with the appropriate Project Manager.
• Prepare professional electronic submittal packages using Adobe Acrobat.
• Combine, organize, bookmark, highlight, stamp and edit PDF documents as required.
• Submit documents electronically through systems such as Procore, Autodesk Construction Cloud/BIM 360 and other contractor project-management platforms.
• Accurately enter specification sections, equipment tags, descriptions, dates and other required information into electronic submittal systems.
• Monitor every submitted item through the review and approval process.
• Follow up on overdue submittals and communicate potential schedule impacts to Project Managers.
• Process Approved, Approved as Noted, Revise and Resubmit, Rejected and other review responses.
• Return comments and required revisions to vendors and suppliers and follow through until corrected submittals are received.
• Coordinate resubmissions and maintain revision history.
• Verify that final approved documents are properly identified and distributed to Project Managers, purchasing personnel, field supervision and other appropriate team members.
• Maintain accurate electronic project files and prevent obsolete or superseded submittals from being used for purchasing, fabrication or installation.
• Track equipment and material lead times and required-on-site dates when applicable.
• Assist with project closeout documentation, O&M manuals, warranties and related documentation as workload permits.

Required Skills

The successful candidate must have strong computer skills and be comfortable working extensively with electronic documents and online project-management systems.

Required proficiency includes:

• Adobe Acrobat Pro
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Electronic file organization and document management
• Web-based construction/project-management systems

Experience with the following is highly desirable:

• Procore
• Autodesk Construction Cloud / BIM 360
• Bluebeam Revu
• Microsoft Teams and SharePoint
• Construction document-management platforms

Qualifications

• Previous experience in construction administration, submittal management, project coordination, document control or a similar position is strongly preferred.
• 3-5 Years in Commercial mechanical, HVAC, plumbing, piping or general construction experience
• Ability to read and navigate construction drawings and specifications.
• Familiarity with CSI specification divisions and construction submittal procedures is preferred.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to manage hundreds of individual documents, deadlines and action items without losing track of their status.
• Ability to work independently while coordinating closely with multiple Project Managers.
• Strong follow-through and willingness to proactively pursue vendors, suppliers, General Contractors and internal personnel when information or approvals are outstanding.
• Ability to prioritize time-sensitive items based on construction schedules, procurement requirements and equipment lead times.

Pay: $68,935.51 - $83,019.11 per year

Benefits:

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

Work Location: In person