Job Description – Submissions Coordinator
Position Summary / Objective
The Submissions Coordinator (SC) is responsible for supporting Project Managers by managing all aspects of lighting and controls submissions across multiple projects. This role ensures the accuracy, quality, and timely delivery of all submittal packages to clients from project initiation through project closeout. The Submissions Coordinator is accountable for maintaining updated submittal project trackers, coordinating with internal and external stakeholders, and ensuring all documentation meets project and client requirements. The position reports directly to the Submissions & Document Control Manager.
Qualifications
- Minimum 3 years of experience in a related role or discipline
- Ability to meet deadlines, manage multiple projects simultaneously, and work effectively in a fast-paced, team-oriented environment
- Experience with construction drawings, specifications, architectural sketches, and related documentation (preferred)
- Strong client management and relationship-building skills
- Excellent time management, organizational skills, and logical decision-making ability
- High proficiency in MS Office (Excel, Outlook), Adobe Acrobat Pro, and strong general computer skills
- Strong math, analytical, and documentation competencies
- Outstanding written and verbal communication skills
- Previous experience within a construction or lighting-related company is a plus
- Experience with construction estimating or take-off software (preferred)
- Bachelor’s degree required in a related field
Essential Job Responsibilities
- Prepare complete and accurate submittal packages for client approval in a timely manner
- Prepare complete and accurate submittal close-out packages
- Review, process, and track returned submittals and update logs accordingly
- Create, update, and maintain submittal project tracker for Project Manager review
- Follow up consistently on open or outstanding submissions to ensure timely return
- Review bid packages, construction drawings, specifications, and manufacturer quotes to verify accuracy and completeness
- Communicate with manufacturers and manufacturer reps to identify all submittals requirements.
- Attend industry trade shows, as needed, to strengthen relationships with manufacturers, reps, and clients
- Ensure all work meets critical deadlines, adheres to quality standards, and aligns with project schedules
- Respond to client and internal team inquiries promptly and ensure effective follow-up
- Perform additional responsibilities and tasks as assigned by management