Senior Administrative/Document Control Specialists – Bay Area

Parsons; San Francisco (CA); On-site; USD 37,000 - 64,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

ESOP

401(k)

Flexible work schedules

Holiday pay

Job summary

Parsons seeks skilled Senior Administrative Specialists to support project teams across California, focusing on administrative coordination, document control, and office management for high-visibility programs. Candidates based near San Jose, San Francisco, or Oakland within 60 miles will be considered, with travel reimbursements provided as needed.

You will organize meetings, manage documents, and assist with onboarding while ensuring compliance with client and company standards.

Qualifications

• High school diploma (or equivalent) and typically 8+ years of relevant work experience.
• At least 3+ years of document control experience.
• Experience supporting project teams or executives in engineering/construction environments.

Responsibilities

• Provide senior-level administrative support to project managers and leaders
• Coordinate meetings, calendars, agendas, minutes and action items
• Prepare, edit and distribute reports, presentations, and other documents
• Maintain electronic filing systems and document repositories
• Track document status for submittals, RFIs, drawings, and specs
• Support onboarding and IT/document system troubleshooting

Skills

Administrative experience

Document control

Project coordination

Communication

Education

High school diploma or equivalent

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 what’s 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

None

This 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 - $46.54

We 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.

About Us

Parsons is a digitally enabled solutions provider focused on the defense, security, and infrastructure markets. With nearly 75 years of experience, Parsons is uniquely qualified to deliver cyber/converged security, technology-based intellectual property, and other innovative services to federal, regional, and local government agencies, as well as to private industrial customers worldwide.

Parsons is an equal opportunity, drug-free employer committed to diversity in the workplace. Minority/Female/Disabled/Protected Veteran/LGBTQ+.

For more about Parsons, visit parsons.com and follow us on Facebook, Twitter, LinkedIn, and YouTube.