Administrative Asst

The Shaw Group; Beaumont (TX); On-site; USD 38,000 - 47,000; Full time

Job summary

The Shaw Group is seeking a Shop Administrator to manage and organize company documents, ensuring accuracy, accessibility, and compliance with internal and external standards. You will support project teams by maintaining document workflows, version control, and records retention.

Responsibilities include maintaining filing systems, monitoring revisions, and assisting with audits and regulatory submissions, while safeguarding confidentiality of sensitive documents.

Qualifications

• Associate or bachelor’s degree in business administration, Information Management, or related field preferred; equivalent experience considered.
• 2+ years of experience in document control, records management, or administrative support.
• Strong knowledge of document management systems (DMS), databases, and MS Office Suite.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong communication and interpersonal skills for working with teams and external partners.

Responsibilities

• Establish, implement, and maintain document control procedures in accordance with company policies and industry standards.
• Receive, review, and distribute documents such as contracts, drawings, specifications, reports, and correspondence.
• Ensure proper document version control, numbering, formatting, and filing.
• Maintain electronic and physical filing systems for easy retrieval of current and archived documents.
• Monitor and track document revisions, approvals, and distribution to ensure accuracy and consistency.
• Support project teams by coordinating the flow of technical documents between internal departments, clients, and vendors.
• Train staff on document management procedures and ensure compliance across the organization.
• Prepare document status reports and provide updates to management as needed.
• Assist with audits, compliance checks, and regulatory submissions by providing accurate documentation.
• Safeguard confidentiality and security of sensitive documents.

Skills

Document management

Attention to detail

Organization

Communication

Multitasking

Education

Business/Admin information management degree

Tools

DMS

Databases

MS Office

Job description

The Shop Administrator is responsible for managing, organizing, and maintaining company documents to ensure accuracy, accessibility, and compliance with internal and external standards. This role supports project teams, management, and other departments by maintaining document workflows, version control, and records retention in a structured and efficient manner.

Responsibilities:

• Establish, implement, and maintain document control procedures in accordance with company policies and industry standards.
• Receive, review, and distribute documents such as contracts, drawings, specifications, reports, and correspondence.
• Ensure proper document version control, numbering, formatting, and filing.
• Maintain electronic and physical filing systems for easy retrieval of current and archived documents.
• Monitor and track document revisions, approvals, and distribution to ensure accuracy and consistency.
• Support project teams by coordinating the flow of technical documents between internal departments, clients, and vendors.
• Train staff on document management procedures and ensure compliance across the organization.
• Prepare document status reports and provide updates to management as needed.
• Assist with audits, compliance checks, and regulatory submissions by providing accurate documentation.
• Safeguard confidentiality and security of sensitive documents.

Education and Experience:

• Associate or bachelor’s degree in business administration, Information Management, or related field preferred; equivalent experience considered.
• 2+ years of experience in document control, records management, or administrative support (experience in construction, engineering, or manufacturing industries a plus).
• Strong knowledge of document management systems (DMS), databases, and MS Office Suite.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Strong communication and interpersonal skills for working with teams and external partners.

Physical Requirements:

• Ability to reach, stand, walk, use fingers, grasp, feel, talk, hear, see and perform repetitive motions.
• Sedentary work: Exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.