Document Control Specialist / Contract Administrative Assistant

Jimale Technical Services (JTS) • Seattle, WA

1d • Hybrid

About The Position

Jimale Technical Services (JTS) has a hybrid position that combines the positions of Document Control Specialist and Contract Administrative Assistant. This is the perfect position for the well-rounded Construction Professional. If you have experience in the Seattle/King County area (ideally King County, Sound Transit, or WSDOT), we would love to talk with you. JTS leads the NW in providing diverse professional staff to major public works projects including transit, rail, aviation, and water/wastewater conveyance systems.

In Document Control, you will play a critical role in ensuring the effective management and organization of project-related documents and maintain their quality and integrity. The document control specialist is responsible for maintaining a smooth flow of information between project team members, clients and stakeholders, and for ensuring that all project documents are accurate, up-to-date, and accessible to those who need them.

The Contract Administrative Assistant portion of the position facilitates the end-to-end contract lifecycle by providing administrative, technical, and functional support to contract specialists, managers, or legal teams. They are responsible for collecting, tracking, and routing contracts, maintaining accurate digital or physical files, and ensuring compliance with company policies.

Requirements

• 10-20 years of stand-alone document control experience and responsibility in the design/construction field
• Construction Document Technologist (CDT) certification
• High level of accuracy in data entry and document review.
• Strong written and verbal communication skills for effective stakeholder interaction.
• Ability to prioritize tasks and manage multiple projects under tight deadlines.
• Subject Matter Expert (SME) – An expert or professional with specialized knowledge in the field of document control to the extent it makes them uniquely qualified to provide guidance and strategy to help solve problems or create new processes.
• Multiple project responsibility
• Proficient level MS Word, Excel, SharePoint, Outlook, OneDrive, Data Base software, Adobe Acrobat Standard, and Contract Management Software
• Strong oral and written communication skills and the ability to apply appropriate communication techniques to various audiences.
• Excellent communication and strong interpersonal skills and an active listener
• Consistent commitment and ability to work with diverse work groups and individuals.
• Positive customer service orientation and ability to comply with client procedures.
• Ability to work independently and in a team environment.
• Excellent time management skills with a proven ability to meet deadlines.
• Exceptional organizational skills, meticulous attention to detail, and ability to multi-task, prioritize work and meet timelines.
• Proficient in computer databases and Excel spreadsheets and demonstrate expertise in data management and analysis.

Nice To Haves

• Experience in the Seattle/King County area (ideally King County, Sound Transit, or WSDOT)

Responsibilities

• Ensuring the effective management and organization of project-related documents and maintain their quality and integrity.
• Maintaining a smooth flow of information between project team members, clients and stakeholders.
• Ensuring that all project documents are accurate, up-to-date, and accessible to those who need them.
• Facilitating the end-to-end contract lifecycle by providing administrative, technical, and functional support to contract specialists, managers, or legal teams.
• Collecting, tracking, and routing contracts.
• Maintaining accurate digital or physical files.
• Ensuring compliance with company policies.
• Document Control Team management and oversight of activities, including set up and verification/validation of quality control for conformance and compliance.
• Training and mentoring employees on proper document control procedures.

Benefits

• medical
• dental
• vision
• life and disability insurance
• time off to rest & relax

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed
• Number of Employees: 1-10 employees