Document Control Administrative Assistant

Job Description

Document Control Administrative Assistant | Aston Carter

The Tone:
This is a Contract to Hire role at Aston Carter, located in Clackamas, OR. The client operates in a manufacturing environment, specializing in precision machined components for various industries including defense, nuclear, and marine. This role is crucial for maintaining the integrity of controlled documents and ensuring the smooth operation of the project site office. The Document Control Administrative Assistant will manage document workflows, ensure compliance with standards, and provide essential administrative support to project and management teams.

The TL;DR
• Role: Contract
• Type: Contract
• Location: In-person, Clackamas, OR
• Pay: $24–$26 hourly
• Team: Collaborates with project, sales, and management teams.
• Mission: Ensures accurate, secure, and accessible project documentation while providing essential administrative and reception support.
• Tech Stack: Microsoft Office Suite (Word, Excel, Outlook), SharePoint, Procore, ERP systems

What You’ll Actually Do
• Document Control: Manage project document deliverables, ensuring timely availability for the execution team.
• Information Distribution: Distribute the most current project information and documentation to stakeholders according to approved procedures.
• Administrative Support: Provide comprehensive administrative support to the project management team, including scheduling and coordination tasks.
• Reception Services: Serve as front desk reception, managing incoming phone and email communications and directing inquiries appropriately.
• Record Keeping: Maintain organized and confidential records and filing systems for all project and quality management system documentation.

The Must-Haves
• Background: Entry-level to Mid-level. 2+ years in document control, office administration, records management, or project support.
• Experience: 2+ years of hands-on experience in document storage, data entry, and document control processes. Proficient with Microsoft Office Suite (Word, Excel, Outlook), SharePoint, and Procore.
• Skills: Strong organizational skills, high attention to detail, excellent communication and interpersonal abilities, and capability to provide receptionist-level customer service.
• Bonus: Experience with ERP systems, handling highly regulated documentation (e.g., medical records), familiarity with industry standards (ISO, GMP, AS9100), sales support experience, exposure to quality management systems, and demonstrated ability to contribute to process improvements.