Job Description

We challenge what is accepted, so we can shape innovative and lasting solutions for tomorrow.  If you’re interested in a long and rewarding career working with the #1 ranked most admired engineering / construction company in the world, then Jacobs is where you belong. We are looking for a driven Document Control/Administrative Assistant Professional in Tampa to support our Project Team.

As a member of our Project Team, you’ll be coordinating and administering document management and general administrative activities directly related to the assigned project. You will track the life cycle of documents and records with all revisions, including Design documents, RFIs and submittals. You will support the team with other day-to-day tasks related to project administration and document and records management on the project. This position regularly interacts with internal Jacobs team members, client, and external consultant contacts.

Key Responsibilities:

• Working with the document control team to process all incoming and outgoing documents in support of the project.

• Reviewing documents for accuracy and completeness.

• Ensuring documents meet standards for production.

• Subject Matter Expert for the document control systems implemented.

• General administrative responsibilities within the document control function including data entry, providing training of new users, and maintaining internal process documentation.

• Performing various complex administrative, and confidential functions.

• Composing, proofreading and editing correspondence, memos, spreadsheets, minutes, logs, and reports in final form, for approval or signature.

• Reviewing and distributing incoming and outgoing mail, email, correspondence, and statements.

• Scheduling, coordinating and preparing meetings, meeting materials/handouts, appointments and conferences.

• Accessing and securing restricted, sensitive and confidential records or information.

• Researching and responding to requests for information and assistance, and determining priority status. Refers to other professional staff, as needed.

• May provide guidance and training, and review the work of others to ensure accuracy, completion and timeliness; may supervise lower level administrative/clerical staff.

• May take department meeting minutes.

• Performing other related duties as required.

At Jacobs, we’re partnering across the globe to create the best project outcomes by maximizing the design, digital technology, and support capabilities of our Global Integrated Delivery (GID) teammates. By joining Jacobs, you’ll commit to supporting and engaging with these teams, as we work to build a company like no other.

Join us and we will assist you in continuing the development of your skills and exploring all that you can do across our global company, with opportunities to share your knowledge along the way.

• 3+ years of administrative assistant experience

• 1+ years of Document Control experience with engineering, architectural, and construction documents (i.e., drawings, technical specifications, submittals, RFIs, etc.)

• Must be willing to work in the office 5 days a week.

• Experience with electronic document management systems and MS Office.

• Knowledge of administrative procedures, such as word processing, files and records maintenance, transcription, and other related procedures.

Ideally, here’s what you’ll also have:

• Bachelor’s Degree in related field

• Strong communication skills, both written and verbal in the English language

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.

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