Administrative Assistant II, Document Control

Vigor, LLC; Vancouver (WA); On-site; USD 45,000 - 54,000; Full time

Benefits offered by this job

Medical

401(k)

Discretionary bonus

Tuition Reimbursement

10 paid holidays

PTO

Job summary

Vigor Marine Group in Vancouver, WA seeks a Documentation Control Clerk to manage project documents, control file workflows, and maintain records. Proficiency in MS Office and Adobe Acrobat, plus 2 years of documentation experience, are required.

Must be able to multitask and support internal/external customers in a fast-paced environment. The role requires US citizenship and involves working at our Vancouver facility with regular office and production area exposure.

Qualifications

• High school diploma or GED is required.
• Minimum 2 years' experience in documentation practices.
• Proficiency in MS Office and Adobe Acrobat is required.
• Ability to multitask and meet schedules is essential.
• Strong communication and interpersonal skills are important.

Responsibilities

• Log, transmit, and retrieve all project documents.
• Control the incoming/outgoing documentation process.
• Archive documents and records.
• Transmit documents for division internally and externally.
• Create and route work packages.
• Maintain electronic and hard copy files.
• Maintain security protocols for all documents.
• Data entry for job projects.
• Generate project status reports as necessary.
• Replace revised documents and update files/job books as needed.
• Provide support to internal/external customers as needed.

Skills

MS Office

Adobe Acrobat

Multitasking

Interpersonal skills

Communication skills

Education

High school diploma or GED

2 years' experience in documentation practices

Job description

Founded in 1995, Vigor Marine Group is an established, innovative and integrated partner with a national footprint in the marine maintenance and modernization, marine fabrication and marine services. Evolving over decades from a collection of the best-in-class companies with unique and complementary capabilities on the East and West coasts, our spirit of innovation and legacy of performance make Vigor Marine Group a preferred, full-service prime contractor in the defense and maritime sectors. Today we offer advanced services and complete solutions for the U.S. Navy, U.S. Army, Military Sealift Command, state ferry systems, the cruise industry, the commercial fishing industry and more.

With four shipyards for maintenance and modernization and one for fabrication, including the largest floating dry dock in the western hemisphere, our more than 2,000 dedicated employees across four states – from the Pacific Northwest to San Diego to Norfolk – personify the values of our company. Vigor Marine Group takes pride in being the employer of choice for our employees, who in turn take great pride in their contributions to the communities where they live and work, and to their nation – through their living wage jobs supporting their local economies, and through the word-class maritime and industrial services they provide to further our defense readiness and national security.

Where We Are – Marine Fabrication

Vancouver, Washington is surrounded by forests, rivers, and mountains and is a top destination for outdoor lovers. It has a mild climate with four seasons. Its mild winters and warm summers make it an attractive city in the Pacific Northwest. Vancouver is more affordable city than its neighbors, Portland and Seattle and has no state income tax. It is a vibrant city full of restaurants, shops and parks, and is known for its walkability, historic charm and family friendly neighborhoods. Vancouver has garnered many awards including Livability’s “Top 100 Best Places to Live in the US in 2025 and 2023” and Niche’s 2025 rankings include Vancouver on several lists including Best City for Outdoor Activities, a Healthiest Place to Live in America and several others. Healthcare is the city’s largest employer, followed by manufacturing and technology.

PAY RANGE

$45,000 - 54,000

POSITION SUMMARY

Performs clerical tasks, such as filing, faxing, data entry, scanning. Operates office equipment and completes general office work. Excellent attention to detail is required. Experience with Microsoft Office and document creation software such as Adobe Acrobat is required. Responsibilities include:

ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES

(This list is not intended to detail all aspects of the assigned work but is representative of the job’s overall responsibilities.)

• Responsible for logging, transmitting & retrieving all project documents.
• Control the incoming/outgoing documentation process
• Responsible for Archiving Documents and Records
• Transmit documents for the division internally and externally
• Create and route work packages
• Maintain files both electronically and hard copy
• Maintain Security Protocols for all Documents
• Data entry for job projects
• Generate project status reports as necessary
• Replace revised documents and update files/job books as necessary
• Provide support to internal/external customers as needed

ESSENTIAL SECONDARY FUNCTIONS AND RESPONSIBILITIES

• Must be able to perform all of the Document Control responsibilities above
• Must understand and support the records management program
• Work with Manager/Supervisor to implement standard work procedures
• Assist in creating and supporting process improvement changes
• Train Document Control administrators
• Manage area priorities
• Resolve work related issues
• Audit internal records/files regularly

SUPERVISORY RESPONSIBILITY

None

EDUCATION, CERTIFICATES, LICENSES AND REGISTRATION

• Requires high school diploma or G.E.D
• Minimum of 2 years' experience in documentation practices

KNOWLEDGE SKILLS AND ABILITIES

Skills required for all Document Control Levels

• Proficient in MS Office applications (e.g. Word, Excel, Access)
• Must have strong PC skills and experience with Adobe Acrobat
• Ability to multitask while following instructions/schedules/timelines for multiple priorities
• Strong interpersonal skills and the ability to work with others in a positive and collaborative manor
• Possess strong communication, prioritization, and organizational skills

PHYSICAL DEMANDS

Work is conducted in a dynamic, fast-paced office setting.The person may be required to be in production areas at times. He/she must be able to walk to and from job sites.There may be local travel up to 10% of the time and out-of-town travel (including air travel) up to 5% of the time with notice.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

While in production areas, will be exposed to all weather conditions, noise, dusts and odors.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CITIZENSHIP

Pursuant to a government contract, this specific position requires US citizenship.

Vigor Industrial LLC and its wholly owned subsidiaries are drug, smoke and vape-free workplaces. Prospective employees must pass a drug and alcohol test and background check as pre-employment screening.

Vigor Values

Truth

We seek the truth, and we speak the truth

Responsibility

We act on what we know is right

Evolution

We seek mastery, and adapt to a changing world

Love

We care about the people we work with, and the world we live in

At Vigor we offer a generous benefits package that includes:

Medical

RX

Vision

Life

AD&D

LTD

STD

EAP

Discretionary bonus

Tuition Reimbursement

10 paid holidays

PTO

401(k)

Vigor and its wholly owned subsidiaries are committed to inclusion and diversity by providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, genetics, the presence of a physical or mental condition or disability that can be reasonably accommodated, or any other protected class under relevant laws in the locations we operate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and can be requested with Vigor’s Human Resources Department.

In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination and non-retaliation in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.