Administrative Assistant II, Document Control

Founded in 1995, Vigor Marine Group is an established, innovative and integrated partner with a national footprint in marine maintenance and modernization, marine fabrication, and marine services. Evolving over decades from a collection of best-in-class companies, our spirit of innovation and legacy of performance make us a preferred, full-service prime contractor in the defense and maritime sectors. Today we offer advanced services and complete solutions for the U.S. Navy, U.S. Army, Military Sealift Command, state ferry systems, the cruise industry, the commercial fishing industry, and more.

About the Location

Vancouver, Washington is surrounded by forests, rivers, and mountains and is a top destination for outdoor lovers. It has a mild climate with four seasons, mild winters, and warm summers. Vancouver is more affordable than its neighbors, Portland and Seattle, and has no state income tax. The city is vibrant, full of restaurants, shops, and parks, known for its walkability, historic charm, and family-friendly neighborhoods. Vancouver has received awards including Livability’s “Top 100 Best Places to Live in the US” and Niche’s rankings for Best City for Outdoor Activities and Healthiest Place to Live in America. Healthcare is the city’s largest employer, followed by manufacturing and technology.

About the Role

Performs clerical tasks, such as filing, faxing, data entry, and scanning. Operates office equipment and completes general office work. Excellent attention to detail is required. Experience with Microsoft Office and document creation software such as Adobe Acrobat is required.

Responsibilities

• Log, transmit, and retrieve all project documents.
• Control the incoming/outgoing documentation process.
• Archive documents and records.
• Transmit documents internally and externally.
• Create and route work packages.
• Maintain files both electronically and in hard copy.
• Maintain security protocols for all documents.
• Perform data entry for job projects.
• Generate project status reports as necessary.
• Replace revised documents and update files/job books.
• Provide support to internal/external customers as needed.
• Understand and support the records management program.
• Work with Manager/Supervisor to implement standard work procedures.
• Assist in creating and supporting process improvement changes.
• Train Document Control administrators.
• Manage area priorities.
• Resolve work-related issues.
• Audit internal records/files regularly.

Requirements

• High school diploma or G.E.D.
• Minimum of 2 years' experience in documentation practices.
• Proficient in MS Office applications (e.g., Word, Excel, Access).
• Strong PC skills and experience with Adobe Acrobat.
• Ability to multitask while following instructions/schedules/timelines for multiple priorities.
• Strong interpersonal skills and the ability to work collaboratively.
• Strong communication, prioritization, and organizational skills.

Physical Demands

• Work is conducted in a dynamic, fast-paced office setting.
• May be required to be in production areas at times and must be able to walk to and from job sites.
• Local travel up to 10% of the time and out-of-town travel (including air travel) up to 5% of the time with notice.
• While in production areas, may be exposed to all weather conditions, noise, dusts, and odors.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

Pursuant to a government contract, this specific position requires US citizenship.

Pay

$45,000 - $54,000

Benefits

• Medical, prescription, dental, and vision coverage
• Life, AD&D, long-term disability, and short-term disability insurance
• Employee Assistance Program (EAP)
• Discretionary bonus
• Tuition reimbursement
• Flexible Spending Accounts (Medical, Childcare, Transportation)
• 10 paid holidays
• Paid time off (PTO)
• 401(k) retirement plan