Document Controls Administrator

Maintain Project Controls Software

Maintain Project Controls Software

Filing and Solicitations

File advertisements and solicitations

Bid Tabulations and Selection Activities

• Record bid tabulations, scoring and other selection activities

Project Transactions

• Log and organize project transactions such as, addenda, submittals, change proposals, supplemental instructions, etc.

Daily Site Observation Reports

• Prepare and distribute, based on Project Manager and Inspector input, daily site observation reports

Project Management Plan

• Prepare and maintain Project Management Plan, including description of the means for handling all documentation

Meeting Minutes and Distribution

• Record project meetings, create meeting minutes and distribute

Project Schedule Updates

• Update project schedule completion status based on input from Project Managers

General Office Administration

• Afford assistance with general office administration duties (supplies, equipment, postings, etc.)

Production and Distribution of Documents

• Afford assistance with the production of and regular distribution of: Master Project Budget, Master Project Schedule, Updates to the Project Management Plan, Meeting agendas, Action Logs, Close-out document checklist, Weekly status report, etc.

Cost Tracking Changes

• Enter changes to cost tracking to reflect approved changes from Project Manager

Contract and Purchase Order Management

• Record contracts, purchase orders and changes to the Project Controls Software

Manuals Filing

• Ensure Operations and Maintenance manuals are filed

Punch List Items

• Enter punch list items into project controls software

Software Proficiency

• Strong knowledge of Program Management software programs (Prolog, ProjectMates, Procore, Oracle Primavera Contract Manager)

Keyboarding and Office Applications

• Strong keyboarding skills
• Excellent understanding of Microsoft Office applications with expertise in Outlook, Power Point, Word and Excel

Personality Traits

• Capable of shifting priorities and reacting to changing demands
• Excellent listening skills, patience, maturity

Preferred Qualifications

• Experience with Microsoft Project
• Expert level understanding of Microsoft Excel
• Knowledge of construction terms, phases and key processes