About the role

Submittal Clerk

Work Type: Full-time.

Schedule: Standard US business hours, with occasional overtime and weekend work required based on bid schedules and workload demands.

Location: 100% Remote.

Role Overview
We are seeking a highly organized and specialized administrative professional to serve as a Submittal Clerk. Operating in the critical space between pre-construction and operations, you will be responsible for generating, organizing, and tracking technical product data and comprehensive submittal packages. By meticulously managing the technical document approval process, you will prevent ordering delays and ensure that all proposed materials match project specifications and receive design team approval prior to procurement.
Key Responsibilities

Specification Review: Review project specifications and contract documents to precisely identify all required submittals, LEED documentation, warranties, and closeout requirements.

Package Assembly: Gather product data sheets, Safety Data Sheets (SDS), color charts, and testing data from manufacturers to assemble comprehensive and accurate submittal packages.

Tracking & Follow-Up: Log all outgoing submittals, rigorously track review times, and follow up proactively with General Contractors (GCs) or Architects regarding "Revise and Resubmit" or "Approved as Noted" statuses.

Internal Distribution: Distribute approved submittals to the project management and purchasing teams to facilitate accurate, timely material ordering.

Project Closeout: Assist in compiling Operations and Maintenance (O&M) manuals and warranty documentation at project completion.

Requirements & Qualifications

Experience: 1–3 years of professional experience in construction administration, document control, or project engineering.

Technical Proficiency: Demonstrated ability to read and navigate construction specifications (specifically Division 7 and Division 8). Familiarity with construction management software (e.g., Procore) for executing submittal workflows.

Core Competencies: High attention to detail, accuracy, and rigorous documentation practices. Effective written and verbal communication skills. Must be able to pass a pre-employment screening.

Remote Infrastructure: Must have a dedicated, noise-free home office setup equipped with a reliable, high-speed internet connection and a backup power source.

Benefits of Working for Hyre

Performance-based raises.

Minimum 5 days off annually (paid or unpaid based on client terms).

Annual cost-of-living adjustments at your one-year anniversary.

Originally posted on Himalayas

Interview prep

Walk in with sharper answers.

Use this as a quick practice sheet before you speak with the employer.

Mid

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Likely questions

Tell us about work you have done that is close to the Submittal Clerk role.
How would you approach your first 30 days at Hyre?
Which of Administration, Operations and Project Management have you used recently, and what did it help you achieve?
Describe a time you solved a problem without waiting to be told exactly what to do.
How do you handle busy days, changing priorities, or pressure at work?

Prepare before the call

A recent example that proves your experience with Administration, Operations and Project Management.
One short story with a problem, your action, and the result.
Two examples that show the strengths listed on your CV.
A clear reason why this role and company interest you.
Your availability, preferred work style, and salary expectations.

Ask them

What would success look like in the first 90 days?
What are the main problems this hire should help solve?
How does the team give feedback and measure good work?
What does a normal working week look like for this role?

Practice line

I am interested in the Submittal Clerk role because I can bring practical experience in Administration, Operations and Project Management, learn the team quickly, and contribute to the outcomes Hyre needs from this hire.