[Hiring] Document Management Assistant @NINOS, Inc

Role Description

We are currently seeking a Document Management Assistant to support our administrative and operations teams. This remote position is ideal for a highly organized, detail-oriented individual who is passionate about maintaining efficient document control systems and supporting streamlined workflows.

• Organize, maintain, and manage both digital and physical project documentation, including permits, safety reports, site plans, and regulatory records.
• Categorize, label, and store documents such as inspection logs, environmental compliance records, and job site documentation for easy and accurate access.
• Review project files to ensure accuracy, completeness, and compliance with applicable local, state, and federal regulations.
• Assist with version control of project plans, contracts, and safety documents to ensure teams are working with the most up-to-date information.
• Input, update, and manage data within document management systems, including project tracking tools and compliance logs.
• Scan, upload, archive, and maintain records such as site images, disposal documentation, and equipment logs.
• Support audit processes by organizing and preparing documentation for safety, environmental, and regulatory reviews.
• Assist in generating reports, including project summaries, compliance documentation, and administrative support for project managers and field teams.
• Collaborate with field crews, project managers, and office staff to ensure accurate and consistent documentation flow across all projects.

Qualifications

• High school diploma or equivalent required; associate degree or certification in office administration is a plus.
• Strong attention to detail and a high level of accuracy.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and document management systems.
• Excellent organizational and communication skills.
• Ability to work independently, prioritize tasks, and manage multiple responsibilities efficiently.

Company Description

NINOS, Inc. is a leading non-profit organization providing Head Start and Early Head Start services to children and families in South Texas. Our mission is to promote positive outcomes for young children by enhancing their development, strengthening family functioning, and providing comprehensive educational, health, and nutritional services. We are committed to supporting low-income families and creating a brighter future for our children.