RFI backlogs, submittals stuck in review, and messy logs don’t just waste admin time. They slow down installs and raise dispute risk. A Construction Documentation Assistant fixes this by owning the “documentation triad” (RFIs, submittals, and logs) with daily follow-ups, clean dashboards, and controlled versioning, while your PMs, architects, and engineers keep approval authority.
This guide explains what a construction documentation assistant does, how RFIs and submittals are managed in real workflows, and why remote construction admin support has become a practical solution for modern construction administration (CA).
A construction documentation assistant is a role dedicated to managing the flow, accuracy, and traceability of project records throughout the construction process. This includes RFIs, submittals, logs, and supporting documentation tied to contract documents.
They do not answer technical questions or make design decisions. Instead, they keep information moving between the general contractor, subcontractor, architect, engineer, and owner’s rep, without gaps or delays.
Their value is operational. When documentation flows correctly, teams avoid rework, missed approvals, and disputes.
Construction documentation assistants focus on three core areas:
Together, these form the backbone of construction administration. When one breaks down, the schedule and cost follow.
Typical outputs include:
These deliverables give project managers visibility without manual chasing.
A construction documentation assistant tracks and coordinates. They do not:
Those responsibilities stay with licensed professionals and the contractor of record. Clear boundaries reduce liability while still improving speed.
A Request for Information (RFI) is a formal question raised when construction drawings, specifications, or contract documents are unclear.
Example:
A subcontractor finds a conflict between structural details and mechanical routing. An RFI is issued to clarify intent before work proceeds.
Real impact stat: CMAA’s Navigant Construction Forum study estimated $1,080 average cost per RFI review and response, 8 hours per RFI, and 796 RFIs per project in its dataset.
A construction documentation assistant manages the full lifecycle:
Accurate RFI log tracking protects teams when disputes arise over delays or scope.
A submittal is a contractor-provided document that shows how a product or system will meet design intent. Submittals often include:
Autodesk Build also frames submittals as documents, materials, and equipment submitted for approval within the project team. Submittals verify compliance before fabrication or installation begins.
These terms are often confused.
A construction documentation assistant maintains both. When registers and logs drift apart, approvals get missed.
For submittals, assistants handle:
Example:
A missing product data sheet can trigger a rejected submittal. Proper pre-checks prevent lost review cycles.
Every project needs a baseline set of logs to stay defensible:
These records are essential during claims or closeout.
Spreadsheets still work for smaller projects with tight control. Larger teams rely on platform-based logs inside project management software for real-time access.
A construction documentation assistant adapts to either system while enforcing consistency.
Daily responsibilities include:
Why it matters:
Accurate logs reduce exposure during disputes by showing who responded, when, and based on which documents.
RemoteAE provides remote construction admin support built specifically for construction administration.
With over 15 years serving the AEC industry, RemoteAE supplies assistants trained for:
The model supports long-term continuity, not short-term help.
Key advantages
Tools matter because they control routing, visibility, and audit trails.
A documentation assistant should know:
Tools often used include Bluebeam and similar PDF markup tools that support structured reviews.
Not every project uses a full platform. Some teams rely on shared spreadsheets or document libraries.
A construction documentation assistant manages:
Systems may include Excel, SharePoint, Notion, or platforms such as Aconex. The key is consistency and traceability.
The right choice depends on volume, schedule pressure, and how many projects you need to support at once.
In-house construction documentation roles often struggle during peak phases.
Common constraints include:
When RFIs pile up or submittals stall, senior staff get pulled into admin work instead of managing risk.
A remote construction documentation assistant fills gaps without adding permanent overhead.
Benefits include:
Remote assistants maintain continuity while freeing project managers and engineers to focus on decisions, not tracking.
Hiring the right assistant requires clarity around skills, processes, and controls.
A strong construction documentation assistant should have:
Nice-to-have skills include platform certifications or experience on complex projects.
Construction documentation assistants work with sensitive information. Security controls must be clear.
Best practices include:
These controls protect firms during disputes and audits.
Your team should not lose hours chasing RFIs, correcting submittals, or fixing broken logs. Add experienced construction documentation assistants in days, not months. Schedule a call with RemoteAE today for a fast scope review and a clear weekly quote.
You keep control. We manage the documentation volume. Your projects move forward with fewer delays.
An RFI (Request for Information) is a formal question used when drawings or specs are unclear, conflicting, or missing detail. Send one as soon as an issue could impact cost, schedule, safety, or constructability. A good rule: if the field is guessing, stop and issue an RFI with a marked-up exhibit.
An RFI log should include: RFI number, subject, drawing/spec reference, date submitted, due date, status, responsible party, response date, and cost/schedule impact. Attach the latest markup or photo. Tracking revision links is key so teams don’t build off outdated answers.
A typical target is 7–14 calendar days per review cycle, depending on complexity and staffing. Critical-path items should have shorter SLAs, often 3–7 days, with early “priority” flags. What matters most is predictability: publish review durations in advance so procurement can plan.
Yes. A remote assistant can log items, route workflows, chase due dates, and publish logs if given project-level, least-privilege permissions. Typical access includes: create/edit RFIs and submittals, view drawings/specs, upload attachments, run reports, and limited directory access, no admin or financial permissions.
If you’re not ready for Procore or ACC workflows, use a structured spreadsheet + standardized forms. Pair Excel or Google Sheets with a shared folder and PDF markups in Bluebeam.
