Document Management Administrative Assistant (1126)

CANDIDATE IS RESPONSIBLE FOR PARKING - NO REIMBURSEMENT. OPTIONS FOR PAID PARKING AND FREE PARKING AVAILABLE WITHIN 2-3 BLOCKS OF LOCATION

Position Overview
We are seeking a highly organized and detail-oriented Document Management Administrative Assistant to support a technical engineering environment through document management, digital records organization, and administrative support.
 
This position will primarily support a Project Management Information System (PMIS) by scanning, uploading, naming, organizing, and maintaining project documentation. The ideal candidate will have experience in administrative support, office management, document control, records management, construction administration, or a similar environment.
 
The successful candidate will be comfortable managing large volumes of documents, maintaining accurate records, utilizing Microsoft Office applications, and performing detail-oriented administrative tasks.
 
Primary Responsibilities

• Process high volumes of paper and electronic documentation by scanning, uploading, organizing, and maintaining digital records.
• Support document control activities within a Project Management Information System (PMIS).
• Review files and folders for accuracy, completeness, and proper organization.
• Apply naming conventions and document management standards to maintain accurate project records.
• Maintain and organize engineering plans, project documentation, specifications, correspondence, and related records.
• Utilize Microsoft Office 365 applications, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • SharePoint
  • Teams
  • OneDrive
• Create, update, and maintain spreadsheets for tracking, reporting, and data organization.
• Review and replicate Excel formulas as needed.
• Utilize Adobe Acrobat Pro for document merging, formatting, and final document preparation.
• Provide general administrative support, including answering phones and assisting visitors.
• Prepare routine reports and correspondence.
• Maintain confidentiality of departmental information and records.
• Support standard operating procedures, document retention practices, and departmental workflows.

• Minimum of one (1) year of administrative, clerical, office support, or document management experience.
• Experience with Microsoft Office Suite, including Word, Excel, and Outlook.
• Strong attention to detail and ability to maintain accuracy while processing high volumes of documentation.
• Ability to organize, categorize, and maintain electronic and physical records.
• Strong written and verbal communication skills.
• Ability to work independently and manage multiple priorities.

• Experience with document control, records management, or digital library systems.
• Experience supporting construction, engineering, utilities, architecture, or technical projects.
• Experience with Project Management Information Systems (PMIS).
• Experience with SharePoint, OneDrive, or other document management platforms.
• Experience using Adobe Acrobat Pro.
• Familiarity with engineering terminology, project documentation, specifications, or technical records.