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Job Description:

Parsons is looking for an amazingly talented Document Control Assistant to join our team! In this role you will get to manage all aspects of project documentation, ensuring that documents are properly stored, organized, and easily accessible to team members and stakeholders. This role requires strong organizational skills, attention to detail, and the ability to handle various administrative and document-related tasks in a fast-paced environment. The Document Control Assistant will play a crucial role in maintaining the integrity and flow of project documentation, contributing to project success.

What You’ll Be Doing:

Document Organization and Filing:

• Assist in organizing, categorizing, and filing project documents in both paper and electronic formats.

• Ensure that documents are properly labeled and indexed for easy retrieval by relevant stakeholders.

• Help maintain accurate records of document revisions, updates, and approvals.

Document Distribution and Tracking:

• Support the distribution of documents to project team members, clients, and stakeholders, ensuring that the correct version of documents is shared.

• Track the receipt, approval, and distribution of documents to ensure smooth communication and workflow.

• Help maintain a tracking system to monitor the status of document submissions, approvals, and revisions.

Version Control:

• Assist in maintaining version control for documents, ensuring that the most up-to-date version is available to all project stakeholders.

• Update and archive documents regularly, ensuring the correct and current version is easily accessible.

Compliance and Quality Control:

• Ensure that all documents are filed and maintained in accordance with company policies, industry standards, and regulatory requirements.

• Assist with internal audits and reviews to ensure compliance with document control processes and standards.

Document Retrieval and Assistance:

• Respond to requests for document retrieval from project teams or external stakeholders, ensuring quick and accurate access to documents.

• Assist in retrieving historical documents and project files from archives when necessary.

Support for Document Control Systems:

• Provide support in the management and maintenance of document management software (e.g., Aconex, Procore, SharePoint).

• Assist with inputting new documents into the system, ensuring accurate metadata and appropriate categorization.

• Help maintain and update electronic and physical filing systems, ensuring that all documents are correctly stored and accessible.

Document Review Assistance:

• Assist in the review of incoming and outgoing documents for completeness, accuracy, and compliance with project specifications.

• Help monitor the document approval process and track deadlines to ensure timely document submissions.

Communication and Coordination:

• Communicate effectively with project teams, clients, contractors, and stakeholders to ensure smooth document flow and coordination.

• Assist in preparing and distributing status reports related to document control activities and project document status.

What Required Skills You’ll Bring:

Education: High school diploma or equivalent; Associate's degree in Business Administration, Information Management, or a related field is a plus.

Experience:

• Minimum of 1-2 years of experience in document control, administrative support, or a related role.

• Experience with document management systems (e.g., Aconex, Procore, SharePoint) or a willingness to learn.

​Skills & Knowledge:

• Strong organizational skills with attention to detail.

• Ability to work in a fast-paced environment and manage multiple tasks.

• Proficiency in MS Office Suite (Word, Excel, Outlook).

• Familiarity with document management systems and filing practices.

• Good communication skills, both written and verbal.

• Ability to work well in a team and support colleagues in document-related tasks.

What Desired Skills You’ll Bring:

• Certification in Document Control or Records Management (e.g., Certified Document Controller).

• Experience with construction, engineering, or project-based industries.

• Familiarity with version control and document review processes.

• Knowledge of compliance standards (e.g., ISO 9001, regulatory requirements).

• Basic understanding of contract management and project documentation.

Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.

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—APPLY TODAY!

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