Document Control Assistant Jobs in Dickson, TN (NOW HIRING)

GFT is a leader in infrastructure planning, design, and program management, partnering with transportation agencies across North America to deliver innovative solutions that improve safety, mobility, and the communities we serve.

We are seeking an experienced Executive Assistant to lead an anticipated statewide Traffic Management Center (TMC) Operations contract supporting the Tennessee Department of Transportation (TDOT).

As GFT continues to expand our transportation operations presence throughout Tennessee, we are seeking experienced professionals to support an anticipated statewide Traffic Management Center (TMC) Operations contract for the Tennessee Department of Transportation (TDOT).

This is an exciting opportunity to join a growing team delivering real-time transportation operations that help keep Tennessee's roadways safe, efficient, and reliable. Working alongside TDOT and transportation professionals across the state, you'll help advance Transportation Systems Management and Operations (TSMO) through traffic operations, incident management, traveler information, and innovative operational strategies.

If you're looking for an opportunity to make a meaningful impact while building your career with an industry leader, we'd like to hear from you.

As the Executive Assistant...

You'll serve as a trusted partner to GFT and TDOT program leadership, providing executive-level administrative and program coordination support for a statewide Traffic Management Center Operations Program. Your ability to anticipate needs, coordinate competing priorities, maintain organized documentation, and communicate effectively across multiple teams will help keep the program running efficiently and successfully.

This role is ideal for a highly organized professional who enjoys supporting leadership, managing multiple priorities, and contributing to meaningful work that improves transportation safety and mobility throughout Tennessee.

What you'll be challenged to do:

• Support executive and program leadership by coordinating the administrative activities that enable successful delivery of a statewide transportation operations program.
• Build strong working relationships with GFT leadership, TDOT staff, and project team members while serving as a trusted resource for program coordination.
• Maintain organized project documentation and administrative processes that support efficient contract administration.
• Coordinate meetings, communications, onboarding activities, and document management across geographically dispersed project teams.
• Help ensure program deliverables, reports, and administrative requirements are completed accurately and on schedule.
• Contribute to a collaborative, customer-focused team environment dedicated to operational excellence.

In this capacity, the successful candidate will be responsible for the following:

• Providing executive-level administrative support to GFT program leadership and the TDOT Traffic Management Center Operations team.
• Coordinating calendars, meetings, conference calls, meeting logistics, and meeting materials for project leadership.
• Preparing meeting agendas, recording meeting minutes, tracking action items, and supporting follow-up activities.
• Receiving, processing, distributing, filing, and maintaining project correspondence, reports, deliverables, and other program documentation.
• Tracking contract deliverables and administrative milestones while helping ensure timely completion of required submissions.
• Coordinating onboarding activities for new Traffic Management Center employees, including documentation, scheduling, and administrative support.
• Maintaining project records in accordance with document control procedures and established records management practices.
• Supporting preparation of monthly reports, budget documentation, time records, invoices, and other administrative deliverables.
• Coordinating office operations, supplies, meeting facilities, equipment, and administrative resources supporting the program.
• Assisting with preparation of presentations, recruitment materials, training documentation, outreach materials, and internal communications.
• Supporting quality management activities by maintaining organized records and assisting with documentation required for contract compliance.
• Performing additional administrative and program coordination duties in support of successful contract delivery.

• Minimum of two (2) years of experience providing executive, administrative, project coordination, or office management support in a professional business environment.
• Demonstrated experience supporting multiple managers or project teams while managing competing priorities and deadlines.
• Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational skills with exceptional attention to detail and the ability to maintain accurate project documentation.
• Experience preparing meeting minutes, reports, correspondence, presentations, and other business documents.
• Knowledge of document control, records management, and administrative best practices.
• Excellent written and verbal communication skills with the ability to interact professionally with executives, clients, and project staff.
• Strong interpersonal skills and a collaborative approach to supporting high-performing teams.
• Ability to manage confidential information with professionalism and discretion.
• Ability to prioritize work independently while maintaining flexibility in a dynamic project environment.

• Experience supporting transportation, engineering, construction, public sector, or infrastructure programs.
• Experience with project coordination, contract administration, document control, or quality management systems.
• Experience supporting geographically dispersed teams or statewide programs.
• Familiarity with Microsoft SharePoint, electronic document management systems, or collaborative project management tools.
• Experience supporting executive leadership within consulting, engineering, or government organizations.

Compensation: $40.00-$45.00 per hour (Eligible for GFT's comprehensive benefits package)

Status: Anticipated position contingent upon contract award and final client approval.

• Hybrid (in-person and remote) work environment.
• Comprehensive benefits package including wellness programs, parental leave, and pet insurance, in addition to medical, dental, vision, disability, and life insurance.
• Tax-deferred 401(k) savings plan.
• Competitive paid-time-off (PTO) accrual.
• Tuition reimbursement for continued education.
• Commitment to professional development, access to internal and external training programs, and support of active participation in professional organizations
• Incentive compensation for eligible positions.

At GFT, a privately held AEC firm, we innovate where transportation, water, power, and buildings converge. We call this the Infrastructure of Life. We measure our success by the strength of our relationships - that's why we're the employer of choice for 5,000+ of the industry's brightest engineers, planners, architects, inspectors, designers, and more.

Our clients choose us for our expertise and prefer us for our nimble approach, creativity, and personal touch. Backed by over a century's experience, together we're building a lasting legacy for future generations: stronger communities, a healthier planet, and better lives.
GFT: Ingenuity That Shapes Lives is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veterans' status or other characteristics protected by law.

Unsolicited resumes from third party agencies will be considered the property GFT.

GFT does require the successful completion of a criminal background check for all advertised positions.

Location: Nashville, TN
Core Business Hours: 8:00 AM - 5:00 PM
Employment Status: Full-Time