Document Management Assistant

Four words professionals look for in a partner—four words our company was founded on.

For over 50 years, our organization has supported industrial, commercial, and institutional operations by delivering reliable, efficient solutions backed by exceptional service. From planning and execution to long-term support, we believe consistency, accuracy, and follow-through are the foundation of everything we do.

As our team continues to grow, we are seeking a Document Management Assistant to support our operations through accurate record handling, organization, and administrative coordination.

POSITION SUMMARY

The Document Management Assistant is responsible for organizing, maintaining, and supporting company documentation, records, and data systems. This role ensures that documents are accurate, accessible, properly classified, and handled in accordance with company procedures and compliance standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned and include, but are not limited to, the following:

• Organize, file, scan, and maintain digital and physical documents in accordance with company policies
• Review documents for accuracy, completeness, and proper formatting
• Enter, update, and verify information within internal systems and databases
• Maintain document version control and ensure proper naming conventions are followed
• Assist with document retrieval requests and internal audits
• Communicate with team members to clarify documentation requirements or discrepancies
• Prepare routine reports, logs, and summaries related to document activity
• Ensure confidentiality and data integrity at all times
• Support general administrative tasks as needed

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND/OR EXPERIENCE

• High school diploma or equivalent required
• Associate degree, certificate, or coursework in administration, information management, or a related field preferred
• Previous experience in document control, data entry, administrative support, or records management is a plus

LANGUAGE SKILLS

• Ability to read and interpret policies, procedures, and standard documentation
• Ability to write clear, routine correspondence and reports
• Ability to communicate effectively with team members and supervisors

MATHEMATICAL SKILLS

• Ability to perform basic calculations, percentages, and data verification

REASONING ABILITY

• Ability to apply common-sense understanding to carry out written or verbal instructions
• Ability to manage multiple tasks, prioritize work, and meet deadlines accurately

CERTIFICATES, LICENSES, REGISTRATIONS

• None required

PHYSICAL DEMANDS

The physical demands described are representative of those required to perform the essential functions of this job. Reasonable accommodations may be made.

• Regular use of hands for keyboarding and document handling
• Ability to sit or stand for extended periods
• Occasional lifting of files or materials up to 25 pounds

WORK ENVIRONMENT

The work environment is typically quiet to moderately paced and requires sustained attention to detail. Interaction with digital systems, documents, and internal communications is frequent.

Why Join Us

• Stable organization with a long-standing reputation
• Supportive and structured work environment
• Opportunity to build administrative and document control experience
• Training provided for systems and procedures