Document Control Assistant

Job Title:

Document Control Administrative Assistant

Job Description

This role combines document control and administrative support to ensure the integrity of controlled documents and the smooth operation of a busy project site office. The Document Control Administrative Assistant manages document workflows, maintains records in compliance with standards, and provides front desk reception and administrative support to the project and management teams. The position plays a key role in keeping project documentation accurate, secure, and accessible while supporting day-to-day office operations.

Responsibilities

+ Follow established procedures for accessing, storing, backing up, maintaining, producing, publishing, and disposing of documents.

+ Perform high-quality document throughput by applying efficient and consistent document control methods.

+ Assist in training employees on document control systems, processes, and standards.

+ Contribute to the development and continuous improvement of document control instructions, processes, and systems.

+ Ensure documentation quality and performance conform to applicable codes, standards, and project security requirements.

+ Manage project document deliverables and ensure they are available to the execution team in a timely manner.

+ Distribute the most current project information and documentation to stakeholders in accordance with approved procedures.

+ Maintain records for all Quality Management System processes in alignment with a defined records retention matrix.

+ Support Sales in estimating and order entry processes by providing accurate documentation and data entry.

+ Provide administrative support to the project management team, including scheduling, documentation, and coordination tasks.

+ Receive and direct on-site visits from customers, vendors, and service providers with a professional and welcoming demeanor.

+ Maintain organized records and filing systems while ensuring the confidentiality of sensitive documents.

+ Assist in preparing reports, presentations, and meeting materials for internal and external use.

+ Manage communications including email, phone calls, and mail, ensuring timely and accurate routing of information.

+ Serve as front desk reception, handling incoming phone and email communications and directing inquiries appropriately.

Essential Skills

+ At least 2+ years of experience in document control, office administration, records management, or project support.

+ Hands-on experience with document storage, data entry, and document control processes.

+ Proficiency in Microsoft Office Suite (such as Word, Excel, and Outlook).

+ Experience using document management systems such as SharePoint and Procore.

+ Strong organizational skills with the ability to maintain accurate and orderly records.

+ High attention to detail to ensure document accuracy, consistency, and compliance.

+ Excellent communication and interpersonal abilities for interacting with internal teams, customers, and vendors.

+ Ability to provide receptionist-level customer service in a professional office environment.

+ Capability to manage multiple tasks and priorities in a fast-paced project setting.

Additional

Skills & Qualifications

+ Experience working with enterprise resource planning (ERP) systems.

+ Past Experience in handling medical records or other highly regulated documentation is beneficial.

+ Familiarity with industry standards and regulatory compliance frameworks such as ISO, GMP, or AS9100 is a plus.

+ Experience supporting sales functions, including estimating and order entry, is advantageous.

+ Previous exposure to quality management systems and records retention requirements.

+ Demonstrated ability to contribute to process improvements in document control and administration.

Work Environment

The role is based in a manufacturing environment focused on precision machined components, including close-tolerance parts, assemblies, prototyping, complex fabrication, and production runs. The organization is in growth mode and is consolidating operations into a new, larger facility to support continued expansion. The team of 50+ employees supports a wide range of industries such as general commercial machining, defense, nuclear, transportation, and marine.

You will work closely with project, sales, and management teams in an office setting within the manufacturing facility, using technologies such as Microsoft Office, SharePoint, Procore, and ERP systems. The environment emphasizes organization, accuracy, and collaboration, and offers benefits such as 401(k) matching, dental insurance, health insurance, vision insurance, and paid time off.

Job Type & Location

This is a Contract to Hire position based out of Clackamas, OR.

Pay and Benefits

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If…