Administrative Assistant / Document Management

POSITION OVERVIEW

ARKK is seeking a detail-oriented and highly organized professional to join our team as a Document Control / Administrative Assistant. This role is essential to maintaining the integrity of project documentation and to support daily operations of our engineering and project management teams.

The successful candidate will assist management of both technical and administrative documents, ensuring accurate version control, and facilitating effective communication with internal teams and external stakeholders. The position requires strong multitasking skills, exceptional attention to detail, and proficiency in document control systems and Microsoft Office applications.

In addition to documentation responsibilities, this role provides comprehensive administrative support across office operations, project coordination, compliance, and business development. Key tasks include assisting with financial recordkeeping, facilitating meetings, supporting HR and recruitment activities, and preparing marketing materials. The ideal candidate will thrive in a fast-paced environment, possess excellent communication skills, and take a proactive approach to improving administrative processes while ensuring adherence to company standards and regulatory requirements.

GENERAL RESPONSIBILITIES:

Document Control / Management

• Maintain and control engineering documentation, including drawings, technical reports, specifications, and vendor data, ensuring accuracy, consistency, and version control.
• Manage document workflows for submittals, transmittals, and revisions, ensuring timely distribution to internal teams and external stakeholders.
• Support engineering teams with formatting, editing, and compiling reports, proposals, and other technical documents.
• Maintain up-to-date document registers and ensure filing systems (physical and electronic) are organized and accessible.
• Organize, and file financial documentation in coordination with accounting or finance teams.
• Enter and track receipts, invoices, purchase orders, and expense reports into financial tracking systems or spreadsheets.’
• Ensure that document management processes meet company standards and regulatory requirements, including confidentiality and records retention.
• Ensure proper use and maintenance of templates.
• Support the implementation of document control procedures and contribute to internal audits and compliance checks.
• Maintain and update controlled document templates to reflect current standards and policies.

Project Management

• Assist Project Managers, as needed, by organizing and tracking document deliverables and schedules.
• Prepare project correspondence, meeting minutes, and status reports as required.
• Assist Project Managers to ensure engineering deliverables comply with project deadlines and quality standards.
• Provide administrative support for project-related activities including booking meetings, ordering supplies, and coordinating logistics.

Business Development

• Assist with the preparation of marketing materials, client proposals, and prequalification packages, as required.
• Maintain and organize business development documentation and client records.
• Provide administrative support for client meetings, events, and related activities.

 Office Administration Support

• Administrative Duties: Involves preparing documents, organizing meetings, and managing files within the organization.
• Communication Tasks: Includes answering phones, greeting clients, and handling correspondence.
• Record Keeping: Filing documents, maintaining financial records, and performing basic bookkeeping tasks.
• Support Functions: Encompasses dictation, organizing office activities, and arranging refreshments for staff.
• Office Management: Involves posting company policies and operating various office equipment.
• Miscellaneous Tasks: Entails handling additional tasks as required by the organization.
• Provide administrative assistance during recruitment processes, including organizing candidate interviews, updating applicant records, and handling onboarding documentation.
• Maintain personnel files and recruitment-related documentation in accordance with company procedures and privacy regulations