Job Title: Document Controller/Administrative Assistant/Project Coordinator

Job Description

We are seeking a dedicated Document Controller to assist in the preparation and maintenance of project documentation, including contracts, change orders, RFIs, and submittals. This role involves collaborating with the project manager to track project progress and update schedules, coordinating communication between contractors, suppliers, clients, and internal teams, and ensuring all documentation is organized, up-to-date, and accessible.

Responsibilities

• Assist in the preparation and maintenance of project documentation, including contracts and change orders.
• Coordinate communication between contractors, suppliers, clients, and internal teams.
• Maintain organized project files and ensure documentation accessibility.
• Support procurement processes by managing purchase orders, invoices, and delivery schedules.
• Monitor compliance with safety regulations and company policies.
• Prepare reports and presentations for internal and client meetings.
• Assist with budget tracking and cost control measures.
• Schedule and coordinate meetings, site visits, and inspections.
• Provide general administrative support to the project team.

Essential Skills

• Experience in construction and document control.
• Understanding of QuickBooks and Microsoft Suite.
• Customer service skills, including answering calls and emailing.
• Experience in collections and creating service orders.
• Strong communication skills and a self-starter attitude.
• 3-5 years of experience in project management and coordination.
• Proficiency in Microsoft Office.

Additional Skills & Qualifications

• Bachelor's degree in Business or a related field.
• Experience working with a General Contractor (GC).

Work Environment

The work schedule is from 8:00 AM to 4:00 PM. The position offers direct training from a senior project coordinator, providing hands-on experience and exposure to public sector work. As a mid-size firm with over 25 years in business, you will gain experience in all aspects of projects, offering a comprehensive understanding of project management.

Pay and Benefits

The pay range for this position is $55000.00 - $65000.00/yr.

Offers competive benefits medical dental vision 401k

Workplace Type

This is a fully onsite position in East Rutherford,NJ.

Application Deadline

This position is anticipated to close on Aug 28, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

Salary : $55,000 - $65,000