Project Coordinator

Job Title: Administrative Assistant

Job Description

This role focuses on organizing, archiving, and tracking controlled documentation to support project activities and ensure compliant records management. The Document Control and Records Management Specialist manages large volumes of regulated documentation, maintains accurate archive packages, and supports the transfer of records between on-site and off-site storage locations while following strict procedures.

Responsibilities

• Organize, box, and track documentation for archival and transfer to an approved off-site records storage provider.
• Create and maintain complete and accurate archive documentation packages in accordance with established procedures.
• Support the movement of eligible records from existing vault space to free capacity for ongoing and future project activities.
• Assist with the transfer and organization of documentation between on-site vault locations.
• Maintain accurate tracking, indexing, and organization of records throughout document moves and archival activities.
• Perform routine document control activities such as filing, labeling, cataloging, and updating document logs and registers.
• Provide administrative support to the assigned project, including documentation-related coordination and record-keeping.
• Follow applicable procedures and documentation practices when handling controlled and regulated records.
• Ensure all documentation is handled, stored, and archived in compliance with controlled/FDA-regulated requirements.
• Identify and escalate documentation, tracking, or record-handling issues as they arise to ensure timely resolution.
• Collaborate with project team members to support documentation needs and ensure records are accessible and properly maintained.

Essential Skills

• Strong attention to detail and organizational skills.
• Ability to accurately manage and track large volumes of documentation.
• Experience or comfort working with controlled and FDA-regulated documentation.
• Ability to follow strict procedures and documentation practices.
• Record maintenance skills, including filing, indexing, and archiving.
• Administrative support skills related to documentation and records management.
• Ability to perform hands-on records management and administrative activities.
• Ability to work independently with appropriate direction.
• Prior experience in document control, records management, administrative roles, or regulated industries (preferred).

Additional Skills & Qualifications

• Project coordination experience, particularly with documentation and records.
• Document control experience in a regulated or controlled environment.
• Experience supporting administrative functions within project teams.
• Comfort working in environments that require adherence to strict procedures and compliance standards.
• Ability to communicate clearly and escalate issues related to documentation or record handling.
• Experience working with archive systems, vault storage, or off-site records storage providers (preferred).

Work Environment

This is an on-site position with standard daytime shifts, typically from 7:00 a.m. to 3:30 p.m. or from 8:00 a.m. to 4:30 p.m. The role involves working in controlled areas such as vaults and records storage spaces, handling physical documentation, and preparing boxes for archival and off-site transfer. The environment is structured and procedure-driven, with a strong emphasis on accuracy, compliance, and organization. You will collaborate with project teams while performing primarily documentation-focused and administrative tasks in a professional office and records storage setting.

Job Type & Location

This is a Contract position based out of West Greenwich, RI.

Pay and Benefits

The pay range for this position is $20.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract position based out of West Greenwich, RI.

Application Deadline

This position is anticipated to close on Nov 17, 2026.

Workplace Type

This is a fully onsite position in West Greenwich,RI.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.