Documentation Assistant Jobs in Portland, OR (NOW HIRING)

Job Title: Document Control Administrative Assistant

Job Description

This role combines document control and administrative support to ensure the integrity of controlled documents and the smooth operation of a busy project site office. The Document Control Administrative Assistant manages document workflows, maintains records in compliance with standards, and provides front desk reception and administrative support to the project and management teams. The position plays a key role in keeping project documentation accurate, secure, and accessible while supporting day-to-day office operations.

Responsibilities

• Follow established procedures for accessing, storing, backing up, maintaining, producing, publishing, and disposing of documents.
• Perform high-quality document throughput by applying efficient and consistent document control methods.
• Assist in training employees on document control systems, processes, and standards.
• Contribute to the development and continuous improvement of document control instructions, processes, and systems.
• Ensure documentation quality and performance conform to applicable codes, standards, and project security requirements.
• Manage project document deliverables and ensure they are available to the execution team in a timely manner.
• Distribute the most current project information and documentation to stakeholders in accordance with approved procedures.
• Maintain records for all Quality Management System processes in alignment with a defined records retention matrix.
• Support Sales in estimating and order entry processes by providing accurate documentation and data entry.
• Provide administrative support to the project management team, including scheduling, documentation, and coordination tasks.
• Receive and direct on-site visits from customers, vendors, and service providers with a professional and welcoming demeanor.
• Maintain organized records and filing systems while ensuring the confidentiality of sensitive documents.
• Assist in preparing reports, presentations, and meeting materials for internal and external use.
• Manage communications including email, phone calls, and mail, ensuring timely and accurate routing of information.
• Serve as front desk reception, handling incoming phone and email communications and directing inquiries appropriately.

Essential Skills

• At least 2+ years of experience in document control, office administration, records management, or project support.
• Hands-on experience with document storage, data entry, and document control processes.
• Proficiency in Microsoft Office Suite (such as Word, Excel, and Outlook).
• Experience using document management systems such as SharePoint and Procore.
• Strong organizational skills with the ability to maintain accurate and orderly records.
• High attention to detail to ensure document accuracy, consistency, and compliance.
• Excellent communication and interpersonal abilities for interacting with internal teams, customers, and vendors.
• Ability to provide receptionist-level customer service in a professional office environment.
• Capability to manage multiple tasks and priorities in a fast-paced project setting.

Additional Skills & Qualifications

• Experience working with enterprise resource planning (ERP) systems.
• Past Experience in handling medical records or other highly regulated documentation is beneficial.
• Familiarity with industry standards and regulatory compliance frameworks such as ISO, GMP, or AS9100 is a plus.
• Experience supporting sales functions, including estimating and order entry, is advantageous.
• Previous exposure to quality management systems and records retention requirements.
• Demonstrated ability to contribute to process improvements in document control and administration.

Work Environment

The role is based in a manufacturing environment focused on precision machined components, including close-tolerance parts, assemblies, prototyping, complex fabrication, and production runs. The organization is in growth mode and is consolidating operations into a new, larger facility to support continued expansion. The team of 50+ employees supports a wide range of industries such as general commercial machining, defense, nuclear, transportation, and marine. You will work closely with project, sales, and management teams in an office setting within the manufacturing facility, using technologies such as Microsoft Office, SharePoint, Procore, and ERP systems. The environment emphasizes organization, accuracy, and collaboration, and offers benefits such as 401(k) matching, dental insurance, health insurance, vision insurance, and paid time off.

This is a Contract to Hire position based out of Clackamas, OR.

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Clackamas,OR.

This position is anticipated to close on Aug 4, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.