Document Control & Office Coordinator (00605)
The Document Control & Office Coordinator supports construction consulting projects by maintaining organized and accurate project documentation, tracking correspondence, and managing document revisions. This entry-level role balances document control duties with general office administration, requiring strong organizational and communication skills to ensure efficient project and office operations. The position offers a hybrid work environment with opportunities for professional growth within a collaborative team.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Position Overview
The Document Control & Office Coordinator provides document control, project administrative, and general office support within a construction consulting environment. This entry-level role maintains organized and accurate project documentation while supporting document tracking and distribution, project files and records, correspondence, and day-to-day office operations. The Coordinator will balance document control responsibilities with general administrative tasks and support project teams to help ensure timely, accurate project delivery.
Key Responsibilities
- Maintains, organizes, tracks, and distributes project documentation per established document control procedures.
- Maintains project files, folders, logs, registers, and other records to support accurate and efficient retrieval.
- Tracks project correspondence and documentation, including submittals, RFIs, Change Orders, meeting minutes, reports, drawings, and specifications.
- Monitors outstanding RFIs and Change Orders; follows up with project team members to support timely responses and closeout.
- Assists with document revisions and version control to ensure current documentation is accessible to appropriate team members.
- Performs quality checks to confirm documents are complete, accurately named, and properly filed.
- Prepares, formats, compiles, and distributes project reports, correspondence, meeting materials, and presentations.
- Coordinates office supply ordering, copier/shredding services, medical/first aid supplies, and other office services.
- Coordinates maintenance and service needs for project vehicles (if applicable).
- Acts as liaison with building management for parking, access cards, and building-related notifications.
- Other duties as assigned to support project and office operations.
Qualifications
- 0+ years of experience in document control, project coordination, project administration, office administration, or a related field.
- Bachelor’s degree in Business Administration, Construction Management, Civil Engineering, or related field preferred; relevant experience may be considered in lieu of degree.
- Proficiency with Microsoft Office and Teams; experience with SharePoint and NetSuite preferred.
- Familiarity with document control practices and construction/project documentation is preferred.
- Strong organizational skills and attention to detail; ability to manage multiple priorities and maintain accurate records.
- Strong written and verbal communication skills; ability to work effectively with internal and external stakeholders.
- Ability to work independently and collaboratively in a project and office environment.
Compensation & Benefits
- Salary range: $69,147 to $90,284 per year. A hired employee will be placed within this salary range based on legitimate business reasons, including relevant experience and geographic location.
- Competitive pay and benefits typically include medical, prescription, dental, vision, paid time off, 401(k) with company match, life and disability insurance, and professional development support.
- Confidential Client supports flexible workplace options where applicable (office, work-from-home, or client site) and invests in employee development and wellbeing.
Additional Requirements
- Physical: Standing or sitting for extended periods; may lift up to 15 pounds occasionally; regular computer/monitor work.
- Cognitive: Strong problem-solving, written and verbal communication, and computer/software literacy. Ability to read and interpret printed and online materials.
About Confidential Client
Confidential Client operates in the administrative / construction consulting space and values collaboration, continuous learning, and inclusion. The organization encourages long-term career development and offers leadership development programs, recognition for contributions, and benefits that support employee wellness and family needs. Confidential Client is committed to equity, diversity, and inclusion and seeks candidates who are self-driven, collaborative, and accountable.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
Negotiate a higher salary! Check the salary ranges for this job type in your area.
View My Salary Range