Document Administrator

Aleron; Winter Park (FL); On-site; USD 24,000 - 34,000; Full time

Job summary

Acara Solutions in Winter Park, FL is seeking a Document Administrator to support project operations. The role involves documentation management, billing coordination, and maintaining organized project records.

You will assist project managers by submitting change-order packages, tracking timesheets, and ensuring accurate billing documentation. The position is a temporary assignment with a potential permanent conversion and offers a structured workflow within a global staffing leader.

Qualifications

• High School Diploma or GED.
• 2+ years of experience in project administration, document control, billing coordination.
• Familiarity with HVAC/Fire Alarm/Security systems preferred.
• Proficient in Microsoft Office and SAP.

Responsibilities

• Submit change-order booking packages in BookIT with supporting documents.
• Track project timesheet submissions and notify Operations Manager of missing timesheets.
• Maintain organized project records and archive hard copies and signature files.
• Support billing documentation and ensure latest SOV and billing documents are used in PMCT; respond to document requests from Collections.
• Notarize billing documents when required and complete PCAs in SAP as directed.

Skills

Organizational skills

Interpersonal skills

English communication

Education

High School Diploma or GED

Tools

Microsoft Office

SAP

Job description

Job Title: Document Administrator

Location: Winter Park, FL

Employment Type: Temp to Permanent(12 months)

Industry: Manufacturing

Compensation: $ 21.00/hr.

Schedule: 40 hours/week

About the Opportunity

• This role offers an opportunity to support essential project operations while developing expertise in project administration, billing coordination, and documentation management.
• You'll help ensure projects stay organized, billing records remain accurate, and teams have the information they need to work efficiently.

Why You'll Love Working Here

• Supportive, team-driven culture that values collaboration, transparency, and accountability.
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries.
• People-first environment that encourages employees to bring their authentic selves to work.
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates.

Why This Opportunity is Exciting

• This role offers the chance to join a company that prioritizes both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

• Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

What You'll Do

• Submit change-order booking packages in BookIT, including supporting documentation provided by project managers.
• Track project timesheet submissions and notify the Operations Manager of missing timesheets.
• Maintain organized project records, ensure documents are properly filed, and coordinate the archiving of hard copies and signature files.
• Support project managers with billing documentation, verify that the latest Schedule of Values (SOV) and billing documents are used in PMCT, and respond to document requests from Collections.
• Notarize billing documents when required by customers and complete Plan Cost Adjustments (PCAs) in SAP as directed

Job Requirements

What You'll Bring

• High School Diploma or GED.
• 2+years of experience in project administration, document control, billing coordination.

What Sets You Apart

• Excellent organizational and interpersonal skills
• Ability to read and understand contract documentation
• Familiarity or experience with HVAC/Fire Alarm/Security systems preferred
• Proficient in Microsoft Office and business software systems (SAP)
• Good verbal and written communication skills in English.

Additional Information

• Upon offer of employment, the individual will be subject to a background check.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
• Under the International Traffic in Arms Regulations (ITAR), all employees assigned to this client must provide documentation verifying their status as a 'U.S. Person,' as defined in ITAR clause 120.15. A U.S. Person is a protected individual under the anti-discrimination provisions of U.S. immigration laws.

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.