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 distribution. 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 in a hybrid work environment.
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, Administrative / Construction Consulting.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
What You’ll Do
- Maintain, organize, track, and distribute project documentation following established document control procedures.
- Maintain project files, folders, logs, registers, and other records to support accurate and efficient document retrieval.
- Track project correspondence and documentation including submittals, RFIs, Change Orders, meeting notes, 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 appropriate team members.
- Perform quality checks to confirm documents are complete, accurately named, properly filed, and maintained in accordance with procedure.
- Prepare, format, compile, and distribute project reports, correspondence, meeting materials, presentations, and other documentation.
- Coordinate office supply ordering/restocking and work with office service providers (copier, shredding, first-aid).
- Coordinate maintenance and service needs for project vehicles.
- Coordinate with building management on parking, access cards, and building notifications.
- Perform other duties as assigned.
Who You Are / Qualifications
- 0+ years of experience in document control, project coordination, project administration, office administration, or a related field (entry-level considered).
- Bachelor’s degree in Business Administration, Construction Management, Civil Engineering, or related field preferred; relevant experience may be considered in lieu of degree.
- Proficient with Microsoft Office and Teams; experience with SharePoint and NetSuite preferred.
- Familiarity with document control practices and construction/project documentation preferred.
- Strong organizational skills and attention to detail with the ability to manage competing priorities.
- Strong written and verbal communication skills; able to work effectively with internal and external stakeholders.
- Ability to work independently and as part of a project and office team.
Compensation & Work Environment
- Salary range: $69,147 – $90,284 per year. Final placement within the range will be based on legitimate business considerations such as relevant experience and geographic location.
- Work locations may include a Confidential Client office, work-from-home, or client sites depending on role needs.
- Physical requirements: standing or sitting for long periods; ability to lift up to 15 pounds occasionally; extended computer work.
- Cognitive requirements: problem-solving, written/verbal communication, and computer/software literacy.
About Our Client
Confidential Client is committed to employee well-being, equity, diversity, and career development. The organization supports hybrid workplace options and provides benefits such as medical, dental, vision, 401(k) match, paid time off, life/disability coverage, and professional development reimbursement. All qualified applicants will receive consideration without regard to protected characteristics under applicable law.
Additional Notes
- This posting may be filled at multiple levels; final placement will reflect the candidate’s experience and alignment with business needs.
- Applicants may be considered for other matched opportunities through the Careertakes platform.
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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