How to hire an administrative assistant/document control

How to hire an administrative assistant/document control, step by step

Here's a step-by-step administrative assistant/document control hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative assistant/document control job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative assistant/document control
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the administrative assistant/document control you need to hire. Certain administrative assistant/document control roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them an administrative assistant/document control to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an administrative assistant/document control that fits the bill.

   This list shows salaries for various types of administrative assistant/document controls.

   Type of Administrative Assistant/Document Control	Description	Hourly rate
   Administrative Assistant/Document Control	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$12-24
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • Engineering Drawings
   • Hard Copy
   • Access Database
   • Data Entry
   • Purchase Orders
   • Meeting Minutes
   • Administrative Assistance
   • Payroll
   • Travel Arrangements
   • Expense Reports
   • SharePoint
   • ISO
   • RFI
   • Telephone Calls

   Check all skills

   Responsibilities:

   • Develop and manage documentation services / control department, submit electronic data to FDA for drug repackage labels.
   • Manage facilities by coordinating relocation of departments by using the facilities management database and VISIO.
   • Ensure facility are in compliance with FDA regulations and guidelines.
   • Work with sub-contractors in obtaining RFI's for updates on projects.
   • Prepare invoices and familiar with processing C-31s and utilizing VDOT's SharePoint system.
   • Create PowerPoint presentations regarding company policies.

3. Make a budget

   Including a salary range in your administrative assistant/document control job description is one of the best ways to attract top talent. An administrative assistant/document control can vary based on:

   • Location. For example, administrative assistant/document controls' average salary in oklahoma is 41% less than in california.
   • Seniority. Entry-level administrative assistant/document controls 46% less than senior-level administrative assistant/document controls.
   • Certifications. An administrative assistant/document control with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in an administrative assistant/document control's salary.

   Average administrative assistant/document control salary

   $36,893yearly

   $17.74 hourly rate

   ---

   Entry-level administrative assistant/document control salary

   $27,000 yearly salary

   Updated December 19, 2025

4. Writing an administrative assistant/document control job description

   An administrative assistant/document control job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of an administrative assistant/document control job description:

   Administrative assistant/document control job description example

   **READY TO GET BACK TO WORK?**
   
   Now's the time to join the Kelly Professional & Industrial team as an **Admin Document Control Coordinator at** a Global Manufacturing company of Over the Counter Products, Pharmaceuticals, Contact Lens, and Medical Devices. in **Tampa, FL.**
   
   **This position may be a great fit for you if you're interested in working in a controlled manufacturing environment.**
   
   Highlights of this position:
   
   + $17.00 an hour
   
   + Hours are 8am to 5pm, Monday to Friday
   
   The purpose of this position is to assist the Engineering Services department in processing change requests, documentation updates, assembling non-commercial batch records, and vendor requests.
   
   Responsibilities include:
   
   + Initiating Change Requests in Kintana
   
   + Assist engineering services team members with routing changes electronically through the change control process
   
   + Perform controlled document updates in document management system
   
   + Assemble batch records for non-commercial development lots
   
   + Fulfill data and other requests from contract manufacturing customers and engineering services.
   
   + Maintain Engineering Services documentation including tracking and routing of controlled documents and file in appropriate location
   
   + Other tasks as assigned
   
   **Do you have the following? If so, this may be the perfect opportunity for you:**
   
   + High School Diploma minimum
   
   + Excellent communication skills throughout all levels of the organization
   
   + Detail oriented with very good organizational skills
   
   + Computerized systems knowledge (Kintana preferred)
   
   + MS Office products knowledge with emphasis on Excel and Word
   
   + Documentation system knowledge with emphasis on Documentum
   
   + Knowledge of GMP regulations
   
   **What happens next?**
   
   Once you apply, you'll proceed to next steps if your skills and experience look like a good fit. But don't worry-even if this position doesn't work out, you're still in our network. That means all of our recruiters will have access to your profile, expanding your opportunities even further.
   
   Helping you discover what's next in your career is what we're all about, so let's get to work. Apply today!
   
   \#P2
   
   **Get a complete career fit with Kelly** ** ** **.**
   
   You're looking to keep your career moving onward and upward, and we're here to help you do just that. Our staffing experts connect you with top companies for opportunities where you can learn, grow, and thrive. Jobs that fit your skills and experience, and most importantly, fit right on your path of where you want to go in your career.
   
   **About Kelly** ** **
   
   At Kelly, we're always thinking about what's next and advising job seekers on new ways of working to reach their full potential. In fact, we're a leading advocate for temporary/nontraditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live (plus, did we mention we provide a ton of benefits ?). Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world.
   
   Kelly Services is proud to be an Equal Employment Opportunity and Affirmative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly's Human Resource Knowledge Center.
   Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.

   Copy this example

   

5. Post your job

   To find the right administrative assistant/document control for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with administrative assistant/document controls they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit administrative assistant/document controls who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your administrative assistant/document control job on Zippia to find and recruit administrative assistant/document control candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting administrative assistant/document controls requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative assistant/document control

   Once you've selected the best administrative assistant/document control candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new administrative assistant/document control first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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