Overview
Admin assistant/document controller Jobs in United States at KARA Consults
Title: Admin assistant/document controller
Company: KARA Consults
Location: United States
Company Description
KARA Consults is a professional consultancy firm providing services in project management, project scheduling, project control, cost control, delay analysis, and construction claims. Our team specializes in diverse industries, including utilities, building construction, wastewater, biotechnology, infrastructure, and petrochemical projects throughout North America. With expertise in creating project baselines and addressing complex challenges, we deliver tailored solutions to meet client needs. KARA is dedicated to driving project efficiency and success for industry stakeholders.
Role Description
An Administrative Assistant / Document Controller role combines general office support with the specialized management of technical or project-related documentation. This professional ensures office operations run smoothly while safeguarding the integrity, accuracy, and accessibility of critical company records.
Job Summary
The Administrative Assistant / Document Controller is responsible for managing the end-to-end lifecycle of both physical and digital documents. This includes establishing organized filing systems, maintaining version control, and ensuring all documentation complies with company and regulatory standards. Additionally, they provide administrative support such as scheduling, correspondence, and meeting coordination. We prefer a California based candidate with experience in construction projects.
Key Responsibilities:
Document Control & Management
- Lifecycle Management: Oversee documents from inception through review, approval, distribution, and archival or secure disposal.
- System Administration: Use Electronic Document Management Systems (EDMS) like Microsoft SharePoint or industry-specific tools to index and store files.
- Version Control: Maintain accurate document registers and logs (e.g., RFI, submittal, and drawing logs) to ensure only the latest versions are in use.
- Quality Assurance: Review documents for completeness, correct formatting, and adherence to naming conventions before distribution.
- Scanning & Digitization: Convert hard-copy documents into digital formats and maintain organized physical archives.
General Administrative Support
- Office Coordination: Serve as a primary point of contact for building management and visitors.
- Meeting Support: Arrange meetings, manage calendars, and record detailed meeting minutes.
- Correspondence: Draft memos, letters, and reports; handle incoming mail and redirect inquiries as needed.
- Financial Tasks: Assist with processing expense reports, travel arrangements, and basic data entry for payroll or invoices.
Required Skills and Qualifications
Technical & Professional Skills
- Software Proficiency: Expert use of Microsoft Office Suite (especially Word, Excel, and Outlook) and Adobe Acrobat for PDF editing.
- Organization & Detail: Exceptional attention to detail for proofreading, editing, and spotting document errors.
- Communication: Strong verbal and written communication skills for interacting with all organizational levels.
- Confidentiality: Ability to handle sensitive or proprietary information with high integrity.
Education & Experience
- Education: High school diploma or equivalent is required; an Associate’s or Bachelor’s degree in Business Administration or a related field is often preferred.
- Experience: Typically requires 2–5 years of experience in office administration, document control, or project coordination.
- Industry Knowledge: Familiarity with specific industry standards (e.g., ISO 9001, GDPR, or construction regulations) is highly desirable depending on the sector.
