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 office operations. This entry-level role requires strong organizational and communication skills to ensure efficient document control and administrative support within a collaborative project environment. The position offers a hybrid work arrangement and opportunities for professional growth within a culture valuing equity, diversity, and continuous improvement.
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, Construction Consulting (Administrative).
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Overview
Confidential Client is hiring an entry-level Document Control & Office Coordinator to support construction consulting projects and day-to-day office operations in Textile Finance, CA. This role focuses on maintaining accurate project records, coordinating document distribution and version control, and providing general administrative support to project teams.
What You’ll Do
- Maintain, organize, track, and distribute project documentation according to established document control procedures.
- Maintain project files, folders, logs, registers, and other records to ensure accurate and efficient retrieval.
- Track project correspondence and documentation including submittals, RFIs, Change Orders, meeting minutes, reports, drawings, and specifications.
- Monitor outstanding RFIs and Change Orders; follow up with project team members and stakeholders to support timely responses and closeout.
- Assist with document revisions and version control to ensure current documentation is accessible to the project team.
- Perform quality checks to confirm documents are complete, accurately named, and properly filed.
- Prepare, format, compile, and distribute project reports, correspondence, meeting materials, and presentations.
- Coordinate office supply ordering, copier and shredding services, and medical/first-aid supplies.
- Coordinate maintenance and service needs for project vehicles and liaise with building management for parking, access cards, and building notices.
- Perform other administrative duties as assigned to support projects and office efficiency.
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 Microsoft Teams; experience with SharePoint and NetSuite preferred.
- Familiarity with document control best practices and construction/project documentation preferred.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities.
- Strong written and verbal communication skills; ability to work effectively with internal and external stakeholders.
- Able to work independently and collaboratively in a project and office environment.
Compensation
Salary range: $69,147 – $90,284 per year.
This range is provided in compliance with California pay transparency requirements. Final pay will be based on legitimate business factors including relevant experience, skills, and geographic location.
Work Location & Schedule
- This position supports a combination of work arrangements: office location, work‑from‑home, or client site assignments depending on project needs.
- This is a full-time role based in Textile Finance, CA.
Benefits & Why Join
- Competitive pay and comprehensive benefits (medical, prescription, dental, vision).
- Paid time off and 401(k) with company match.
- Wellness programs and professional development reimbursements.
- Career development and leadership programs to support long-term growth.
- Inclusive culture that values diverse backgrounds and collaboration.
Confidential Client emphasizes employee well-being, knowledge sharing, and professional development. All qualified applicants will receive consideration without regard to protected characteristics.
Additional Requirements
- Physical: Ability to stand or sit for extended periods; lift up to 15 pounds occasionally; extended hours at a computer.
- Cognitive: Strong problem-solving, written and verbal communication, and computer/software skills; ability to read and interpret printed and online text.
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.
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