Document & Records Coordinator

Brookhaven National Laboratory • Ridge, NY

1d • $68,600 - $89,000 • Onsite

About The Position

Brookhaven National Laboratory (BNL) was recently chosen as the building site for the Electron-Ion Collider (EIC), a one-of-a-kind nuclear physics research facility. The EIC will be a discovery machine for unlocking the secrets of the “glue” that binds the building blocks of visible matter in the universe. The machine design is based on the existing and highly optimized RHIC Ion-Ion collider. It will consist of two intersecting accelerators, one producing an intense beam of electrons, the other a beam of protons or heavier atomic nuclei which are steered into collisions. Beyond sparking scientific discoveries in a new frontier of fundamental physics, the Electron-Ion Collider will trigger technological breakthroughs that have broad-ranging impact on human health and national challenges. Position Description The Document & Records Coordinator position is essential to managing the high volume of technical documentation generated across the Electron-Ion Collider Project. This role will ensure that documents are properly controlled, routed for review and approval, and maintained in accordance with established procedures. Effective document control supports accuracy, version integrity, and timely access to current information, all of which are critical to successful project execution.

Requirements

• A Bachelor’s degree in relevant coursework specifically related to the position requirements (ex: Business Administration, Management, or other relevant field is required.
• Strong organizational and document management skills with high degree of attention to detail
• Ability to execute tasks efficiently with little to no direct supervision
• Experience managing controlled documents, versioning, and approval workflows
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), including document formatting and tracking
• Experience with SharePoint
• Proficient with e-signature software (Docusign and Adobe Sign)
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Ability to follow established procedures and ensure compliance with document control standards
• Experience maintaining trackers, logs, and records with a high degree of accuracy
• Demonstrated ability to coordinate with multiple stakeholders to support document reviews and approvals

Nice To Haves

• Two years relevant experience with document control responsibilities
• Familiarity with project controls environments
• Experience supporting technical or engineering projects with high document volume
• Knowledge of records management practices, retention policies, and audit requirements
• Experience preparing or supporting reports (e.g., status reports, board reports such as TCCB)
• Ability to identify process inefficiencies and recommend improvements
• Experience working in a government, national lab, or highly regulated environment

Responsibilities

• Act as a point of contact for document control questions from project staff
• Provide guidance on document preparation, submission, and approval processes
• Coordinate across teams to ensure alignment on documentation practices
• Assign unique document identification numbers in accordance with project or organizational naming conventions
• Maintain working files in editable formats (e.g., Word) to support updates and revisions
• Ensure proper versioning control is applied, revision tracking, and document status (draft, review, approved, superseded)
• Route controlled documents through established review and approval workflows (electronic or manual)
• Archive signed/approved documents in the official document management system or repository
• Manage document supersession and obsolescence processes
• Ensure communications are clear, accurate, and include relevant links or attachments
• Support preparation and distribution of reports
• Compile document-related metrics and status updates as needed
• Review documents for compliance with organizational standards, templates, and formatting requirements
• Ensure adherence to records management policies, audit requirements, and retention schedules
• Support internal and external audits by retrieving documentation and providing records
• Maintain logs and trackers for document status, approvals, and turnaround times

Benefits

• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation.
• The full salary range for this position is $68600 - $89000 / year.
• Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.
• Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive.
• Review more information at BNL | Benefits Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees