Document Control Rep IV

BAE Systems • San Diego, CA

2d • Onsite

About The Position

The Document Control Representative plays a critical role in managing project documents, including technical specifications, drawings, and as-built records. As a Document Control Representative, you will: Document Management : Collect, maintain, and control revisions of documents, ensuring accuracy and compliance with regulations, company standards, and industry specs. Database Administration : Maintain and provide access to the Document Access Portal (DAP) and Information and Financial System (IFS) for all users, including new hires. Electronic Record Management : Manage electronic drawing file records for submission, approval, and execution onboard ship, ensuring all users have access to the latest authorized documentation. Documentation Distribution : Collect, register, and file technical documents in electronic systems (DAP & IFS), and distribute only the latest, approved revisions to internal teams and external vendors/contractors. Audit Support : Provide documentation support during internal and external audits. Administrative Tasks : Process mail and package deliveries, provide customer service for walk-in visitors, and process large print requests throughout the yard and various departments. Reporting and Reproduction : Print CO briefs, POW reports, proposal reproductions, and various reports for Leadership meetings and trainings.

Requirements

• High School Diploma or Equivalent (e.g., GED)
• At least 3 years of experience as an administrative assistant or in a related field
• Proven experience providing administrative support to senior-level executives, managers, or teams
• Experience with office management, records management, and communication (e.g., email, phone, and in-person)
• Familiarity with Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook) and other productivity software
• Strong organizational, time management, and problem-solving skills
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to prioritize tasks and manage multiple projects simultaneously
• Familiarity with company policies and procedures

Responsibilities

• Collect, maintain, and control revisions of documents, ensuring accuracy and compliance with regulations, company standards, and industry specs.
• Maintain and provide access to the Document Access Portal (DAP) and Information and Financial System (IFS) for all users, including new hires.
• Manage electronic drawing file records for submission, approval, and execution onboard ship, ensuring all users have access to the latest authorized documentation.
• Collect, register, and file technical documents in electronic systems (DAP & IFS), and distribute only the latest, approved revisions to internal teams and external vendors/contractors.
• Provide documentation support during internal and external audits.
• Process mail and package deliveries, provide customer service for walk-in visitors, and process large print requests throughout the yard and various departments.
• Print CO briefs, POW reports, proposal reproductions, and various reports for Leadership meetings and trainings.

Benefits

• health, dental, and vision insurance
• health savings accounts
• a 401(k) savings plan
• disability coverage
• life and accident insurance
• employee assistance program
• legal plan
• discounts on things like home, auto, and pet insurance
• paid time off
• paid holidays
• paid parental leave
• paid military leave
• paid bereavement leave
• any applicable federal and state sick leave
• company recognition program to receive monetary or non-monetary recognition awards

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED