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Key Responsibilities and Required Skills for a Technical Clerk

💰 $42,000 - $65,000 Annually

AdministrationEngineering SupportDocument ControlManufacturingConstruction

🎯 Role Definition

The Technical Clerk is a pivotal administrative professional who serves as the backbone of technical, engineering, or project-based teams. This role is responsible for the meticulous management, organization, and distribution of all technical documentation, data, and project-related information. By ensuring the accuracy, accessibility, and integrity of critical documents such as drawings, specifications, and reports, the Technical Clerk facilitates seamless communication and operational efficiency between engineering, production, quality control, and project management departments. This position demands a unique blend of strong administrative skills and a solid understanding of technical terminology and processes, making it essential for a project's success and compliance.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Data Entry Clerk
  • Junior Document Controller

Advancement To:

  • Senior Technical Clerk / Document Control Lead
  • Project Coordinator
  • Junior Project Manager

Lateral Moves:

  • Project Assistant
  • Quality Assurance (QA) Assistant

Core Responsibilities

Primary Functions

  • Meticulously manage and control the full lifecycle of all technical documentation, including engineering drawings, schematics, specifications, and project manuals.
  • Process, distribute, and track all incoming and outgoing project documents, transmittals, and correspondence to ensure timely delivery and receipt.
  • Maintain and update the master document register and electronic document management system (EDMS) with the latest revisions and statuses.
  • Perform rigorous quality checks on documents to ensure they comply with company standards, formatting, and numbering conventions before issuance.
  • Interface directly with engineers, project managers, and clients to resolve documentation queries and discrepancies in a timely manner.
  • Compile and prepare comprehensive project completion dossiers, handover packages, and final documentation for clients and archival purposes.
  • Enter and maintain accurate data in Enterprise Resource Planning (ERP) or Material Requirements Planning (MRP) systems, such as parts numbers, bill of materials (BOMs), and work orders.
  • Generate, format, and distribute regular and ad-hoc reports on document status, project progress, and other key metrics for management review.
  • Coordinate the printing, scanning, and copying of large-format technical drawings and documents, ensuring quality and accuracy.
  • Assist in the administration of the Request for Information (RFI) and change order processes by logging, tracking, and distributing relevant communications.
  • Support project teams by scheduling meetings, preparing meeting agendas, and recording detailed minutes and action items.
  • Liaise with procurement and supply chain teams to provide necessary technical specifications and documentation for vendor inquiries and purchase orders.
    ` - Manage the physical and digital library of technical standards, codes, and supplier catalogs, ensuring all resources are current.
  • Prepare and assemble work packages for production or construction teams, ensuring all required drawings, procedures, and permits are included.
  • Track and document the flow of materials and components, cross-referencing against project plans and technical specifications.
  • Provide general administrative support to the technical or project department, including managing schedules and handling correspondence.
  • Assist in the onboarding of new technical team members by providing access to project documentation and system training.
  • Champion and enforce document control procedures and best practices across the project team to maintain data integrity.
  • Monitor project milestones and deadlines related to documentation and flag potential delays to the Project Manager.
  • Archive project records and documents in accordance with company policy and regulatory retention requirements.

Secondary Functions

  • Fulfill ad-hoc requests for technical documents and project data retrieval from various company systems and archives.
  • Provide feedback and support for the continuous improvement of document management systems and data entry procedures.
  • Liaise with engineering, production, and quality departments to ensure data and documentation needs are met accurately and on time.
  • Participate in project meetings to record minutes, track action items, and provide status updates on documentation flow.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in Microsoft Office Suite, with advanced skills in Excel, Word, and Outlook.
  • Direct experience using Electronic Document Management Systems (EDMS) such as SharePoint, Aconex, Procore, or similar platforms.
  • Familiarity with Enterprise Resource Planning (ERP) or MRP systems like SAP, Oracle, or Epicor for data entry and retrieval.
  • The ability to read and interpret basic technical drawings, schematics, and engineering specifications.
  • Exceptional data entry skills with a proven track record of speed and accuracy.
  • Foundational understanding of engineering, construction, or manufacturing terminology and project lifecycle phases.

Soft Skills

  • Meticulous attention to detail and a commitment to producing accurate, high-quality work.
  • Superior organizational and time-management skills, with the ability to prioritize tasks and manage multiple deadlines in a fast-paced environment.
  • Clear, professional, and effective written and verbal communication skills.
  • A proactive and collaborative approach, with the ability to work effectively within a cross-functional team.
  • Strong problem-solving abilities to identify, address, and resolve documentation or data discrepancies.
  • Discretion and the ability to handle sensitive and confidential project information professionally.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's Degree or a certificate from a technical/vocational school.

Relevant Fields of Study:

  • Business Administration
  • Engineering Technology

Experience Requirements

Typical Experience Range:

  • 2-4 years of professional experience in an administrative or clerical role.

Preferred:

  • At least one year of direct experience as a Technical Clerk, Project Clerk, or Document Controller within a relevant industry (e.g., engineering, construction, manufacturing, energy). Experience working directly on a project site is highly valued.
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