Documentation Coordinator

Overview

Our Seattle based agency client is looking to bring on a contract (W2) Documentation Coordinator, for a 9 month contract assignment. This is a full-time (40 hours/week) hybrid role which will work out of 2 offices (schedule below):

Monday – Remote

Tuesday – Onsite in Renton, WA

Wednesday – Onsite in Everett, WA

Thursday – Remote

Friday – Remote

SUMMARY:

The Documentation Coordinator organizes and prepares technical documentation in support of the design team’s project deliverables for release to the client and their global clients. A strong appreciation for design and collaborating with creative teams is critical to delivering compelling results. This role drafts and updates customer specific charts, presentations, documents and internal baseline templates, and is responsible for maintaining internal calendars. The primary measurement of success will center on results that are on time and meet or exceed our client’s expectations, with attention to detail and quality.

KEY RELATIONSHIPS:

Reports to: Design Manager

Internal: Design Team, Project Management, Design Managers and Studio Staff

External: Staff and management at client companies, contractors, industry influencers and industry associations

ESSENTIAL FUNCTIONS:

• Prepare, edit and disseminate internal and customer specific documents, as appropriate, for internal customers, the client and the client’s global customers utilizing processes and tools.
• Draft and update timelines, deliverables and team communications.
• Adhere to document retention procedures for systematic retention, protection, retrieval, transfer, and disposal of records
• Consistently meet deadlines while maintaining data integrity and accuracy.
• Effectively communicate, present information and respond to questions from managers, clients, and customers.
• Organize and maintain large volumes of information.
• Communicate project issues and progress to the internal team and internal relationship manager.

QUALITIES AND REQUIREMENTS:

Style and Values

• Affinity for working in a creative company.
• An entrepreneurial, hands-on, high-energy style.
• Appreciate and model the value of team collaboration and building effective people relationships.
• Authentic, transparent and effective style and communication.
• Effective navigator – successfully arbitrate disparate views towards a positive outcome; find win/win solutions in a support role that demands the ability to balance competing priorities and interests with the cultural values of a creative company.
• Effectively deal with ambiguity and change.
• High intellect and curiosity quotient.
• Impeccable integrity, business and personal/work ethics.
• Innovative thinker and problem-solver.
• Open-minded and willing to embrace diverse opinions and perspectives.
• Passionate about what you do.
• Flexible and collaborative.

Knowledge and Experience:

• 2+ years’ experience in a coordinator role in a design, product development or design consulting environment preferred.
• Proven ability to successfully manage day-to-day tasks and deliverables.
• Track record of excellent follow through and accountability.
• Familiar with basic functions of Adobe Creative Suite.
• Enthusiasm for new ideas and the design process.
• Serve as an ambassador to our clients by being strong stewards of both organizations.

EDUCATION AND SKILLS:

• Bachelor’s degree preferred.
• Advanced computer skills including Microsoft Office Suite, and Adobe Acrobat, MS Project or other project management tools; basic Mac skills; familiar with personal productivity tools and mobile device technology.
• Organized and resourceful with great time management skills.
• Strong interpersonal skills, able to put people at ease and build trust.
• Calm under pressure.
• Excellent communication (written and verbal) and attention to detail.

The target hiring compensation range for this role is $48.85 to $55 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands. 

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! 

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.