Document Control Rep

BAE Systems, Inc.; San Diego (CA); On-site; USD 55,000 - 88,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) plan

Disability insurance

Life and accident insurance

Employee assistance program

Legal plan

Discounts on home/auto/pet insurance

Paid time off

Paid holidays

Parental leave

Military leave

Bereavement leave

Job summary

BAE Systems, Inc. is seeking a Document Control Representative responsible for managing project documents including technical specifications, drawings, and as‑built records.

You will maintain revision control, administer the DAP and IFS portals, and ensure access to the latest authorized documentation for internal teams and external vendors. Strong organizational skills and attention to detail are essential.

Qualifications

• High school diploma or GED required.
• Minimum 3 years administrative/exec support experience.
• Proficient with office management, records management, and communications.

Responsibilities

• Document management: maintain revisions, ensure accuracy and compliance with regs and standards.
• Manage Document Access Portal (DAP) and Information and Financial System (IFS) for all users.
• Handle electronic record management for shipboard drawings and approvals.
• Distribute only latest, approved revisions to internal teams and external vendors.
• Support internal and external audits with documentation evidence.
• Process mail, greet visitors, handle large print requests across departments.
• Produce reports and reproduce materials for leadership meetings.

Skills

Excellent communication

Interpersonal skills

Attention to detail

Time management

Organizational skills

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Job Description

What's it like working for an innovative company that takes on some of the world's most important challenges? Rewarding.

Job Description

What's it like working for an innovative company that takes on some of the world's most important challenges? Rewarding.

The Document Control Representative plays a critical role in managing project documents, including technical specifications, drawings, and as-built records.

As a Document Control Representative, You Will

• Document Management: Collect, maintain, and control revisions of documents, ensuring accuracy and compliance with regulations, company standards, and industry specs.
• Database Administration: Maintain and provide access to the Document Access Portal (DAP) and Information and Financial System (IFS) for all users, including new hires.
• Electronic Record Management: Manage electronic drawing file records for submission, approval, and execution onboard ship, ensuring all users have access to the latest authorized documentation.
• Documentation Distribution: Collect, register, and file technical documents in electronic systems (DAP & IFS), and distribute only the latest, approved revisions to internal teams and external vendors/contractors.
• Audit Support: Provide documentation support during internal and external audits.
• Administrative Tasks: Process mail and package deliveries, provide customer service for walk-in visitors, and process large print requests throughout the yard and various departments.
• Reporting and Reproduction: Print CO briefs, POW reports, proposal reproductions, and various reports for Leadership meetings and trainings.

Education

Required Education, Experience, & Skills

• High School Diploma or Equivalent (e.g., GED)

Experience

• At least 3 years of experience as an administrative assistant or in a related field
• Proven experience providing administrative support to senior‑level executives, managers, or teams
• Experience with office management, records management, and communication (e.g., email, phone, and in‑person)
• Familiarity with Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook) and other productivity software
• Strong organizational, time management, and problem‑solving skills

Key Skills

• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to prioritize tasks and manage multiple projects simultaneously
• Familiarity with company policies and procedures

Pay Information

Full‑Time Salary Range: $55304 - $88487

Please note: This range is based on our market pay structures. However, individual salaries are determined by a variety of factors including, but not limited to: business considerations, local market conditions, and internal equity, as well as candidate qualifications, such as skills, education, and experience.

Employee Benefits: At BAE Systems, we support our employees in all aspects of their life, including their health and financial well‑being. Regular employees scheduled to work 20+ hours per week are offered: health, dental, and vision insurance; health savings accounts; a 401(k) savings plan; disability coverage; and life and accident insurance. We also have an employee assistance program, a legal plan, and other perks including discounts on things like home, auto and pet insurance. Our leave programs include paid time off, paid holidays, as well as other types of leave, including paid parental, military, bereavement, and any applicable federal and state sick leave. Employees may participate in the company recognition program to receive monetary or non‑monetary recognition awards. Other incentives may be available based on position level and/or job specifics.

About BAE Systems Platforms & Services

BAE Systems, Inc. is the U.S. subsidiary of BAE Systems plc, an international defense, aerospace and security company which delivers a full range of products and services for air, land and naval forces, as well as advanced electronics, security, information technology solutions and customer support services. Improving the future and protecting lives is an ambitious mission, but it’s what we do at BAE Systems. Working here means using your passion and ingenuity where it counts – defending national security with breakthrough technology, superior products, and intelligence solutions. As you develop the latest technology and defend national security, you will continually hone your skills on a team—making a big impact on a global scale. At BAE Systems, you’ll find a rewarding career that truly makes a difference.

The Platforms & Services (P&S) sector under BAE Systems, Inc does the big stuff: the armored combat vehicles, naval guns, missile launchers, and ship repair…just to name a few. Our employees take pride in the work they do and why they do it. They are on the front lines every day, building our products to protect the lives of those who serve. We may be biased, but we think P&S does some of the coolest work around, and we think you will too.