Document Control & General Affairs

HanmiGlobal America; Philadelphia (Philadelphia County); On-site; USD 45,000 - 65,000; Full time

Job summary

HanmiGlobal America is seeking a detail-oriented professional to support document control, general affairs, project administration, and executive tasks. You will partner with the Project Director and team to keep documents, invoices, meetings, and day-to-day office activities properly coordinated and maintained.

The ideal candidate communicates effectively with internal and external stakeholders, manages multiple priorities, maintains accurate records, and handles confidential information with

Qualifications

• Experience in document control and project administration.
• Preferably in construction, engineering, or manufacturing.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and communication skills.
• English proficiency; Korean is a plus.

Responsibilities

• Receive, log, organize, track, and distribute documents.
• Maintain filing systems and ensure accessibility.
• Track submissions, approvals, and follow-up items.
• Process invoices and payment documentation.
• Provide calendar management, travel arrangements, and meeting coordination.
• Coordinate meetings with agendas, minutes, and action items.
• Maintain confidentiality of sensitive information.
• Coordinate with project team, contractors, vendors, and stakeholders.
• Perform other administrative duties as assigned.

Skills

MS Office

Document control

Project administration

Executive support

Communication

Time management

Discretion

Tools

Enterprise systems

Job description

[Position Summary]

We are seeking a detail-oriented and organized professional to support document control, general affairs, project administration, and executive support activities. This position will work closely with the Project Director / Project Manager and project team to ensure that project documents, administrative matters, invoices, meetings, and day-to-day office activities are properly coordinated and maintained.

The ideal candidate is a reliable and proactive team member who can manage multiple priorities, communicate effectively with internal and external stakeholders, maintain accurate records, and handle confidential business information with discretion.

[Duties & Responsibilities]

• Receive, log, organize, track, and distribute project documents and business correspondence.
• Maintain organized electronic and physical filing systems and ensure documents are properly maintained and readily accessible.
• Track document submissions, responses, approvals, and follow-up items in coordination with the project team.
• Process and track invoices, payment documentation, and related supporting materials in coordination with the project and accounting teams.
• Assist with general administrative and office support activities, including office supplies, vendor coordination, and preparation of business documents.
• Provide day-to-day administrative support to the Project Director / Project Manager, including calendar management, scheduling, travel arrangements, meeting coordination, and communication support.
• Coordinate internal and external meetings and assist with meeting agendas, materials, minutes, and follow-up action items.
• Assist in preparing reports, presentations, spreadsheets, correspondence, and other business documents.
• Communicate and coordinate with project team members, contractors, vendors, consultants, and other business stakeholders as needed.
• Support day-to-day office and project administrative activities and help ensure timely follow-up on assigned tasks.
• Maintain confidentiality when handling business, financial, personnel, project, and other sensitive information.
• Perform other administrative, project support, and general affairs duties as assigned.

[Qualifications]

• Previous experience in document control, project administration, general affairs, office administration, or executive administration.
• Experience in the construction, engineering, manufacturing, or other project-based industry is preferred.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Experience with document management, project management, or enterprise systems is a plus.
• Strong organizational and time-management skills with excellent attention to detail.
• Strong written and verbal English communication skills and the ability to communicate effectively with management, project teams, contractors, vendors, and other stakeholders.
• Korean language ability is a plus for communication with Korean-speaking management and business stakeholders.
• Ability to manage multiple tasks and priorities in a fast-paced, project-based work environment.
• Ability to work independently while also collaborating effectively with management and project team members.
• Professional communication skills and a high level of discretion when handling confidential information.
• Strong follow-up skills and the ability to take ownership of assigned tasks through completion.
• Must be legally authorized to work in the United States.