Document Controller/Administrative Assistant

Keystone Engineering Inc; Town of Texas (WI); On-site; USD 50,000 - 70,000; Full time

Job summary

Keystone Engineering Inc in Wisconsin is seeking a Document Controller/Administrative Assistant to join our team. The successful candidate will manage various document control tasks, provide administrative support, and collaborate with project teams.

Applicants should have a minimum of 6 years of experience, knowledge of Excel, Sharepoint, MS Access, and excellent communication skills. This full-time position supports both office and remote work schedules.

Qualifications

• Minimum 6 years of Document Control/Office Administration experience.
• Knowledge of Excel, Sharepoint, MS Access, Bluebeam, Adobe, MS Teams.
• Comprehensive understanding of engineering practices.
• Strong communication skills, confident interaction with stakeholders.

Responsibilities

• Assigns various Client Numbers using MS Access Databases.
• Maintains communication with Client staff regarding standards.
• Tracks and logs hours for tasks.
• Provides administrative support for operations team.
• Collaborates with Projects Team to process drawings and documents.

Skills

Document Control

Office Administration

Excel

Sharepoint

MS Access

Bluebeam

Adobe

MS Teams

Strong communication skills

Job description

Document Controller/Administrative Assistant

Keystone Engineering is currently seeking a Document Controller/Administrative Assistant to join our team.

Position Type: Full-time

Work Environment/Physical Demands: Office/Sedentary

Travel Requirements: Occasional site visits may be required

Responsibilities

• Assigns various Client Numbers (Line Numbers, Drawing Numbers, Project Drawing Revisions) using MS Access Databases for Projects.
• Ability to learn Client: Engineering Drawings/Documents standard. This entails maintaining an open line of communication with Client staff/firms/requestors to answer questions or address concerns regarding standards.
• Knowledge/communication of drafting terminology.
• Reviews monthly schedule reports from Project Services.
• Confirms all IFC transmittals have been received.
• Confirms all CAD files have been received from firm. Reaches out to the firms for CAD files if not received.
• Communicates project information with DDT.
• Manages all equipment folder updates.
• Communicates with requestors for needed information and action/update closeouts.
• Ability to learn and maintain current record management system while learning the new record management system simultaneously.
• Maintains all worklists for DCT requests for tracking and reporting purposes.
• Support efforts on continuous improvement initiatives.
• Collaborates with Projects Team organization to ensure all drawings and documents are processed before project close out.
• Ability to work well with others.
• Track and log hours for tasks.
• Provide administrative support for operations team.
• Monitor and order office supplies as needed.
• Monitor and order safety supplies as needed.
• Assist in development of proposals.
• Expected to work a 4/10, 9/80 or 5/8's schedule as needed and keep hours within core hours (7:00am – 4:30pm).
• Flexibility with work location (office/remote) as needed.

Requirements

• Minimum 6 years of Document Control/Office Administration experience.
• Knowledge of Excel, Sharepoint, MS Access Databases Software and Bluebeam, Adobe, MS Teams.
• Comprehensive understanding of engineering practices.
• Strong communication skills, confident interaction with stakeholders in verbal and written form.
• Applicants must be currently authorized to work in the U.S.

Equal Opportunity Employer, including disabled and veterans.