Document Indexing Specialist

Document Indexing Specialist

Key Responsibilities

1. Document Identification & Organization

• Review construction payment applications ranging from 20 to 1,000+ pages.
  
• Identify and categorize supporting documents such as invoices, insurance certificates, lien waivers, sub-contractor payment applications, and backup documentation.
  
• Develop and maintain a standardized, structured folder system for efficient storage and access.
  

2. Data Processing & OCR Implementation

• Perform OCR (Optical Character Recognition) on scanned or handwritten documents to ensure machine readability.
  
• Clean, convert, and standardize poorly formatted or non-usable documents into structured formats.
  
• Use document parsing tools to extract and prepare relevant data for indexing.
  

3. Indexing & Metadata Management

• Create detailed indexes for each payment application, including project details, dates, payment numbers, supporting document types, and total amounts.
  
• Apply metadata tagging for improved searchability and document retrieval.
  

4. Containerization & Data Preparation

• Develop containerization logic to group related documents (payment applications, insurance certificates, change orders, etc.) in a logical structure.
  
• Collaborate with the AI/ML development team to prepare datasets for automation and machine learning pipelines.
  
• Recommend and implement best practices for document storage, access control, and retrieval workflows.
  

Qualifications & Experience

Must-Have:

• Engineering degree (Civil, Mechanical, or Construction-related preferred).
  
• 24 years of experience in document management, construction documentation, or records management.
  
• Strong proficiency in PDF handling, OCR tools, and file organization techniques.
  
• Experience working with construction payment applications, invoices, contracts, and similar documentation.
  
• Hands-on experience with storage platforms like Dropbox, Box, SharePoint, Teams, or local servers.
  
• Strong understanding of folder structuring, indexing methods, and metadata standards.
  
• Ability to work independently and collaborate with engineering teams.
  

Good to Have:

• Experience with data extraction or document management software.
  
• Knowledge of data annotation and machine learning data preparation.
  
• Skills in Excel, Power BI, or database management tools.
  

Why Join Us?

• Work at the intersection of

  construction, machine learning, and advanced data management

  .
• Opportunity to contribute to cutting-edge automation initiatives.
  
• Be part of an innovative, growing team transforming document processing workflows.
  
• Competitive salary, skill-building opportunities, and long-term career growth.