Document Control Coordinator II
About Vanir
Vanir is a proud minority- and woman-owned company, recognized as a national leader in program, project and construction management (PMCM) and real estate development. Since 1964, we have consistently exceeded client expectations. Ranked as a top PMCM firm by Engineering News-Record (ENR) for more than three decades, our award-winning team provides a full range of services to public and private sector clients in the aviation; healthcare; education (K-12 and higher); justice and essential services; science and technology; state and local government; transportation; water and wastewater; energy; and commercial, residential and nonprofit markets.
Job Description
The Document Control Support II provides intermediate-level document control and administrative support for the BuildLACCD Program. Working under the direction of the Document Control Manager, this position is responsible for maintaining the integrity, accuracy, organization, and accessibility of program documentation. The role supports document processing, records management, contract documentation, invoice tracking, public information requests, and data management while ensuring compliance with established program procedures and document control standards.
Essential Duties & Responsibilities:
- Provide day-to-day support to the Document Control Manager in the administration and maintenance of the program's document control system.
- Process, review, distribute, and track incoming and outgoing project documentation in accordance with established document control procedures.
- Perform high-volume data entry while ensuring the accuracy and completeness of project records.• Apply document coding and indexing standards to ensure proper classification, retrieval, and organization of electronic and hard-copy records.
- Maintain, organize, archive, and retrieve project documents using the DocView document management system.
- Perform records management activities, including document retention, archiving, and disposition in accordance with program policies and records retention requirements.
- Support the management and maintenance of contract documents, including tracking revisions, amendments, correspondence, and supporting documentation.
- Assist with processing, logging, and maintaining invoice documentation and related records to support program operations.
- Support responses to Public Information Requests (PIRs) by locating, organizing, and preparing requested documentation in accordance with applicable procedures and timelines.
- Verify documentation for completeness, accuracy, and compliance before distribution and filing.
- Coordinate with program staff and District personnel to obtain, distribute, and maintain required project documentation.
- Generate document tracking logs, reports, and status updates as requested by management.
- Maintain confidentiality of sensitive and proprietary program information.
- Assist with continuous improvement of document control processes and procedures.
- Perform other document control and administrative duties as assigned.
Minimum Qualifications:
- Minimum of three (3) years of administrative support experience. High school diploma or equivalent required.
- Experience performing data entry, document processing, filing, and records management.
- Experience working with contracts documents, invoices, and maintaining project records.
- Experience using electronic document management systems.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Adobe Acrobat).
- Strong organizational skills with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.
Preferred Qualifications:
- Administrative experience in document control or records management.
- Experience using DocView or a comparable document management system.
Benefits
Vanir offers a comprehensive, competitive benefits package that includes 401(k) Savings with employer matching contributions, medical, dental, vision, health savings account (HSA) with employer contributions, life, AD&D and disability benefits, flexible spending account (FSA), voluntary benefits, Teladoc, pet insurance, paid time off, national employee assistance program (EAP) and employee referral program.
How to Apply
If you're interested in working for Vanir please visit our website to learn more and to apply online at www.vanir.com.
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Contact Email: careers@vanir.com
Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.
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Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.
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