Document Control Specialist / Administrative Assistant

Job Locations US-Santa Monica
Job ID
Construction / Project Management

About Vanir

Vanir Construction Management, Inc. has been exceeding client expectations for 35 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals. 

Job Description

This position reports to the Project Management team. Provides administrative support in the areas of reports, clerical tasks, documentation, and office operation. Functions as the administrative support for such procedures as correspondence, meeting minutes, proposals, and other document management.


 Essential Duties & Responsibilities

  • Provides administrative, secretarial support that includes the organization of file systems and related data support to the maintenance of document management systems and integrity of the filing systems and related retrieval
  • Provides application of typing and word processing for correspondence, meeting minutes, proposals, and other material from rough draft to corrected copy and maintains regular reports and metrics as required by direction
  • Provides administration of mail procedures that include sorting and processing incoming and outgoing mail and correspondence (FedEx/UPS/GSO)
  • Assists staff with copying and distribution of project related materials such as submittals, shop drawings, RFI's and other project corporate documents
  • Performs reception duties and direct clients and office guests
  • Assists in maintaining all necessary record-keeping activities
  • Completes forms for corporate procedures such as requests, distribution lists, logs, meeting room coordination, schedules of employees, and visitors to the facility and parking validation
  • Primary administrative support to the setup, classification, and maintenance of office and corporate files
  • Locates materials as necessary, records classifications, compilation and posting of necessary information in accordance to company requirements or direction
  • Assists in maintaining the correct resources of periodicals, library, and technical resource information according to company or project requirements


Minimum Qualifications

  • Extensive relevant Administrative/Project Coordinator experience in the construction design sector is preferred
  • Knowledge of construction office procedures is strongly preferred
  • Experience organizing and categorizing electronic and hard copy documents in a library / file system is preferred
  • Capable use of English grammar, proofreading/editing and spelling is required
  • Advanced computer skills and familiarity with Microsoft Office Suite products is required (Project documentation software experience is preferred)

How to Apply

If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at


VEVRAA Federal Contractor

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Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.


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Pursuant to the Los Angeles Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.


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