Senior Administrative/Document Control Specialists – Bay Area

Parsons; California; On-site; USD 37,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, vision

ESOP

401(k)

Flexible work schedules

Paid time off

Job summary

Parsons is seeking highly organized Senior Administrative Specialists to support our California operations, focusing on high-level administrative coordination and document management for engineering and construction programs. You will work with project teams and leadership, ensuring accurate, compliant documentation for ongoing, complex projects.

These roles will support PG&E in the San Francisco Bay Area (San Jose, San Francisco, Oakland).

Qualifications

• High school diploma (or equivalent) and 8+ years of relevant work experience, including 3+ years of document control experience.
• Typically 5+ years of administrative experience, including support for project teams or leadership
• Experience in document control, project administration, or office management in engineering or construction environments
• Experience coordinating across multiple stakeholders and competing priorities

Responsibilities

• Provide senior-level administrative support to project managers, department leaders, and project teams
• Coordinate meetings, calendars, agendas, action items, and meeting minutes
• Prepare, edit, format, and distribute reports, presentations, and other business documents
• Support office and project administration to maintain smooth day-to-day operations
• Coordinate documentation and administrative processes across internal teams, clients, and subcontractors
• Maintain electronic filing systems, shared drives, and document repositories
• Support document control activities: receipt, tracking, formatting, distribution, filing, archiving
• Ensure documents are logged, version-controlled, and audit-ready
• Assist onboarding for new team members and IT/system setup
• Identify opportunities for administrative process improvements

Skills

Senior admin support

Document coordination

Multi-stakeholder coordination

Office management

Education

High school diploma + 8+ years experience (3+ doc control)

Tools

Microsoft Office Suite

Aconex

ProjectWise

SharePoint

Procore

Job description

In a world of possibilities, pursue one with endless opportunities. Imagine Next!At Parsons, you can imagine a career where you thrive, work with exceptional people, and be yourself. Guided by our leadership vision of valuing people, embracing agility, and fostering growth, we cultivate an innovative culture that empowers you to achieve your full potential. Unleash your talent and redefine whats possible.

Job Description:

Parsons is seeking highly organized and experienced Senior Administrative Specialists to support our growing operations in California. These roles are ideal for professionals who excel in high-level administrative coordination, project support, and document management within fast-paced, project-driven environments. With demand continuing to grow across our expanding operations, these opportunities offer the chance to contribute in a role that is essential to ongoing project success while building a stable and rewarding career. Our teams take on complex challenges that make a real impact in communities across the region - and we do it in a workplace built on collaboration, inclusion, innovation, and excellence.

These opportunities will be supporting PG&E in the Bay Area (San Jose, San Francisco, Oakland), providing the chance to work alongside a hallmark client on impactful, high-visibility programs. Candidates are required to be located within 60 miles of these locations - any business travel expenses incurred will be reimbursed, including mileage.

In these roles, you will provide critical administrative support to project teams and leadership while helping ensure that project and corporate documentation is accurate, well-organized, and compliant with internal and client requirements. You will serve as a key resource in supporting day-to-day operations, coordinating communications, managing records, and helping teams stay organized and efficient across complex engineering and construction programs. As a trusted contributor supporting long-term, essential work, you will be positioned in a role that offers both strong demand and meaningful career stability.

Key Responsibilities

• Provide senior-level administrative support to project managers, department leaders, and project teams
• Coordinate meetings, calendars, agendas, action items, and meeting minutes
• Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents
• Support office and project administration activities to help maintain smooth day-to-day operations
• Serve as a central point of coordination for project documentation, communications, and administrative processes
• Manage and maintain electronic filing systems, shared drives, and document repositories in alignment with company and client standards
• Support document control activities, including document receipt, tracking, formatting, distribution, filing, and archiving
• Ensure documents are properly logged, organized, version-controlled, and accessible for team use and audit readiness
• Coordinate the flow of documentation between internal teams, clients, consultants, and subcontractors
• Track documentation status for submittals, RFIs, transmittals, drawings, specifications, and correspondence
• Assist in developing and maintaining administrative and document control procedures for consistency and efficiency
• Support onboarding activities for new team members, including coordination of access, systems setup, and basic process orientation
• Partner with IT and internal support teams to troubleshoot administrative and document system issues
• Help monitor compliance with contractual, regulatory, and company requirements related to records and documentation
• Identify opportunities for administrative and process improvements that enhance team effectiveness and consistency

Required Qualifications

Education

• High school diploma (or equivalent) and typically 8+ years of relevant work experience, including 3+ years of prior document control experience

Experience

• Typically 5+ years of administrative experience, including substantial responsibility supporting project teams, executives, or department leadership
• Strong experience in document control, project administration, or office management within engineering, construction, architecture, transportation, or other project-based environments
• Experience working in roles requiring coordination across multiple stakeholders and competing priorities

Technical Skills

• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience using electronic document management systems such as Aconex, ProjectWise, SharePoint, Procore, or similar platforms
• Solid understanding of document tracking, version control, numbering systems, and transmittal processes
• Experience formatting, editing, and organizing professional documents and reports

Security Clearance Requirement:

NoneThis position is part of our Critical Infrastructure team.For more than 80 years, our experts have designed and delivered the critical infrastructure that connects and protects communities around the world. We work in collaborative teams, both within the company and with our partners and customers, to plan, design, build, and modernize infrastructure. We take special pride in projects and solutions that improve communities as well as people's quality of life by promoting economic growth, enhancing mobility, and increasing sustainability and resiliency. Powered by our people, we provide the imagination necessary to support our customers' visions- and to help them see what's next!

Salary Range: $26.59 - $46.54We value our employees and want our employees to take care of their overall wellbeing, which is why we offer best-in-class benefits such as medical, dental, vision, paid time off, Employee Stock Ownership Plan (ESOP), 401(k), life insurance, flexible work schedules, and holidays to fit your busy lifestyle!

Parsons is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected status.

We truly invest and care about our employee's wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest-