Document Control Coordinator II

EmergencyMD; Los Angeles (CA); On-site; USD 45,000 - 60,000; Full time

Job summary

EmergencyMD is seeking a Document Control Support II to maintain the integrity and accessibility of program documentation. You will support the Document Control Manager, process high-volume documentation, and manage records, contracts, and invoices in a compliant system.

The role requires at least three years of administrative experience, proficiency with MS Office and document management systems, and excellent organizational skills.

Qualifications

• Three years of administrative support experience are required.
• Experience with contracts, invoices, and project records is preferred.
• Proficiency with electronic document management systems and MS Office.

Responsibilities

• Maintain document control system and project records.
• Process, review, distribute, and track project documentation.
• Generate tracking logs, reports, and status updates.
• Assist with PIRs and contract/document invoicing support.
• Ensure data accuracy, completeness, and compliance.

Skills

Data entry

Document processing

Records management

Administrative support

Organizational skills

Education

High school diploma

Tools

Microsoft Office

Adobe Acrobat

DocView

Job description

Position Description:

Document Control Support II provides intermediate-level document control and administrative support for our Clients Program. Working under the direction of the Document Control Manager, this position is responsible for maintaining the integrity, accuracy, organization, and accessibility of program documentation. The role supports document processing, records management, contract documentation, invoice tracking, public information requests, 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, review, distribute, and track incoming and outgoing project documentation in accordance with established document control procedures. Perform high-volume data entry while ensuring the accuracy and completeness of project records. 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 processing, logging, and maintaining invoice documentation and related records to support program operations. Support responses to Public Information Requests (PIRs) by locating, organizing, and preparing requested documentation in accordance with applicable procedures and timelines. Verify documentation for completeness, accuracy, and compliance before distribution and filing. Coordinate with program staff and District personnel to obtain, distribute, and 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 (3) years of administrative support experience.
• High school diploma or equivalent required.
• Experience in performing data entry, document processing, filing, and records management.
• Experience working with contracts documents, invoices, 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

Preferred Qualifications:

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