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 organization is a manufacturing environment specializing in precision machined components, including close-tolerance parts, assemblies, prototyping, complex fabrication, and production runs for various industries such as defense, nuclear, and transportation. This role is crucial for ensuring the integrity, accuracy, security, and accessibility of all controlled project documentation while also providing essential administrative and front desk support for the smooth operation of a busy project site office. The position supports the project and management teams in a growing company consolidating operations into a new, larger facility.

The TL;DR
• Role: Contract
• Type: Contract to Hire
• Location: In-person, Clackamas, OR
• Pay: $24–$26 hourly
• Team: Works closely with project, sales, and management teams in an office setting within the manufacturing facility.
• Mission: Manages document workflows, maintains records, and provides front desk reception and administrative support to ensure accurate, secure, and accessible project documentation and smooth office operations.
• Tech Stack: Microsoft Office Suite (Word, Excel, Outlook), SharePoint, Procore, ERP systems

What You’ll Actually Do
• Document Control: Manage document workflows, ensuring compliance with established procedures for storage, maintenance, and disposal.
• Quality Assurance: Ensure the quality and performance of project documentation meet applicable codes, standards, and security requirements.
• Front Desk Reception: Provide essential front desk reception, managing communications and directing inquiries appropriately.
• Administrative Support: Deliver comprehensive administrative support to project and management teams, including scheduling and coordination tasks.
• Record Management: Maintain organized and confidential records and filing systems in alignment with quality management system processes.

The Must-Haves
• Background: At least 2+ years of experience in document control, office administration, records management, or project support.
• Experience: Hands-on experience with document storage, data entry, and document control processes. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Experience using document management systems such as SharePoint and Procore.
• Skills: Strong organizational skills with the ability to maintain accurate and orderly records. High attention to detail to ensure document accuracy, consistency, and compliance. Excellent communication and interpersonal abilities for interacting with internal teams, customers, and vendors. Ability to provide receptionist-level customer service in a professional office environment. Capability to manage multiple tasks and priorities in a fast-paced project setting.
• Bonus: Experience working with enterprise resource planning (ERP) systems. Past experience in handling medical records or other highly regulated documentation. Familiarity with industry standards and regulatory compliance frameworks such as ISO, GMP, or AS9100. Experience supporting sales functions, including estimating and order entry. Previous exposure to quality management systems and records retention requirements. Demonstrated ability to contribute to process improvements in document control and administration.