As a member of our Project Team, you’ll be coordinating and administering document management and general administrative activities directly related to the assigned project. You will track the life cycle of documents and records with all revisions, including Design documents, RFIs and submittals. You will support the team with other day-to-day tasks related to project administration and document and records management on the project. This position regularly interacts with internal Jacobs team members, client, and external consultant contacts.
Key Responsibilities:
Reviewing documents for accuracy and completeness.
Ensuring documents meet standards for production.
Subject Matter Expert for the document control systems implemented.
General administrative responsibilities within the document control function including data entry, providing training of new users, and maintaining internal process documentation.
Performing various complex administrative, and confidential functions.
Composing, proofreading and editing correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature.
Reviewing and distributing incoming and outgoing mail, email, correspondence, and statements.
Scheduling, coordinating and preparing meetings, meeting materials/handouts, appointments and conferences.
Accessing and securing restricted, sensitive and confidential records or information.
Researching and responding to requests for information and assistance, and determining priority status. Refers to other professional staff, as needed.
May provide guidance and training, and review the work of others to ensure accuracy, completion and timeliness; may supervise lower level administrative/clerical staff.
May take department meeting minutes.
Performing other related duties as required.
• 3+ years of administrative assistant experience
• 1+ years of Document Control experience with engineering, architectural, and construction documents (i.e., drawings, technical specifications, submittals, RFIs, etc.)
• Must be willing to work in the office 5 days a week.
• Experience with electronic document management systems and MS Office.
• Knowledge of administrative procedures, such as word processing, files and records maintenance, transcription, and other related procedures.
Ideally, here’s what you’ll also have:
• Bachelor’s Degree in related field
• Strong communication skills, both written and verbal in the English language
