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Document Control / Administrative Support Specialist

Company: System One
Location: Hoboken
Posted on: September 24, 2022

Job Description:

SUMMARY

  • Data entry, scanning, photocopying, mailing, and maintaining the integrity of documents
  • Adhere to the company's document lifecycle procedures, and archive records in accordance with the records retention schedule
  • Receive and process Requests for Information (RFIs), Submittals, Notice for Proposed Changes (NPC) and Change Orders (CO) and maintain the requests via tracking logs
  • Maintain a paper and electronic filing system, following document control protocols
  • Preparation of Meeting Minutes, Letters, Memorandums, and other communications as deemed necessary by the Resident Engineer and/or Construction Manager
  • Must be flexible and willing to report to different site locations as needed Schedule and coordinate meetings
  • Carry out duties such as copying and filing reports - Inspection, Monthly Progress, Invoices, etc.
  • Assist in Progress Meetings
  • Track and maintain office supply inventories
  • Record and transcribe meeting minutes
  • Produce routine spreadsheets, i.e., daily work log of project staff, office supply deliveries, etc.
  • Ensure operation of printer/copy machine by reporting monthly usage to vendor
  • 7:00am - 3:30pm or 8:00am - 4:30pm QUALIFICATIONS
    • HSD/GED required; secondary education/training a plus
    • 3+ years of experience in a similar role within the construction industry
    • Proficient keyboarding, data entry, time management and communication skills are essential
    • Data entry, maintain records and databases
    • Experience with Adobe PRO, MS Access and ECMS/ERP preferred

Keywords: System One, Mount Vernon , Document Control / Administrative Support Specialist, Administration, Clerical , Hoboken, New York

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