Document Control Coordinator and Scanner Coordinator Position

SummitHR; Los Angeles (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

EmergencyMD is seeking a Document Control and Scanning Coordinator to provide document control and administrative support, including scanning blue prints and drawings for archiving. You will maintain the integrity and accessibility of documents, support records management, and ensure compliance with program procedures.

You will process, review, distribute, and track project documentation, perform high-volume data entry, and maintain DocView records.

Qualifications

• Minimum of three (1) year of administrative support experience.
• High school diploma or equivalent required.
• Experience with data entry, scanning, document processing, filing, and records management.
• Experience working with contracts documents, invoices, blueprints, and maintaining project records.
• Experience using electronic document management systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Adobe Acrobat).
• Strong organizational skills with the ability to manage multiple priorities with accuracy.

Responsibilities

• Provide day-to-day support to the Document Control Manager in administering the program's document control system.
• Process, scan, review, distribute, and track incoming/outgoing project documentation.
• Perform high-volume data entry and scanning with accuracy and completeness of records.
• Apply document coding/indexing standards for proper classification and retrieval.
• Maintain, organize, archive, and retrieve project documents using DocView.
• Conduct records management activities including retention, archiving, and disposition.
• Assist in managing contract documents, revisions, amendments, and correspondence.
• Assist with scanning, logging, and maintaining invoice documentation and related records.
• Verify documentation for completeness, accuracy, and compliance before filing.
• Coordinate with program staff to maintain required project documentation.
• Generate document tracking logs, reports, and status updates as requested.
• Maintain confidentiality of sensitive/proprietary information.
• Contribute to continuous improvement of document control processes.
• Perform other document control and administrative duties as assigned.

Skills

Administrative support

Data entry

Scanning

Records management

Microsoft Office

Attention to detail

Organizational skills

Education

High School Diploma

Tools

DocView

Adobe Acrobat

Job description

Position Description:

The Document Control and Scanning Coordinator provides document control and administrative support as well as scanning of Blue Prints and drawings for archiving. Working under the direction of the Document Control Manager, this position is responsible for maintaining the integrity, accuracy, organization, and accessibility of blue prints and scanned documentation. The role supports document processing, records management, contract documentation, invoice tracking, and data management while ensuring compliance with established program procedures and document control standards.

• Provide day-to-day support to the Document Control Manager in the administration and maintenance of the program's document control system.
• Process, scan, review, distribute, and track incoming and outgoing project documentation in accordance with established document control procedures.
• Perform high-volume data entry and scanning while ensuring the accuracy and completeness of project record.
• Apply document coding and indexing standards to ensure proper classification, retrieval, and organization of electronic and hard-copy records.
• Maintain, organize, archive, and retrieve project documents using the DocView document management system.
• Perform records management activities, including document retention, archiving, and disposition in accordance with program policies and records retention requirements.
• Support the management and maintenance of contract documents, including tracking revisions, amendments, correspondence, and supporting documentation.
• Assist with scanning, processing, logging, and maintaining invoice documentation and related records to support program operations.
• Verify documentation for completeness, accuracy, and compliance before distribution and filing.
• Coordinate with program staff to maintain required project documentation.
• Generate document tracking logs, reports, and status updates as requested by management.
• Maintain confidentiality of sensitive and proprietary program information.
• Assist with continuous improvement of document control processes and procedures.
• Perform other document control and administrative duties as assigned.

Minimum Required Qualifications:

• Minimum of three (1) year of administrative support experience. High school diploma or equivalent required.
• Experience in performing data entry, scanning, document processing, filing, and records management.
• Experience working with contracts documents, invoices, blueprints, and maintaining project records.
• Experience using electronic document management systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Adobe Acrobat).
• Strong organizational skills with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.

Preferred Qualifications:

• Administrative experience in document control or records management.
• Experience using DocView or a comparable document management system.