Project and Document Control Admin

Job Description

Summary

Arcadis APM Group is seeking a Construction Project and Document Controls Admin Lead to join our onsite team in Boise, ID. The Project Administration and Document Control Lead manages the project administration team, assigns project administration propjets and serves as the primary lead on large and high touch projects by coordinating meetings with project managers, ensuring quality assurance, assembling package delivery and other administrative tasks as needed. The Project Admin will be responsible for performing administrative tasks to support daily project operations. Their duties include maintaining an organized filing system for project documentation such as RFIs, Submittals and Change Requests.

The Project & Document Control Administrator Lead serves as deputy to the Manager of Project Administration and serves as proxy in their absence. The PDCA Lead manages interns and junior level staff, provides technical training, and oversees assemblage/delivery of complex files and reports to clients. The PDCA Lead also collects data to track project administration and document control functions, reports on performance issues, and recommends solutions and continuous quality control strategies. The PDCA Lead also serves as the administrative liaison to the Arcadis DPS Executive Team, as required, to support strategic initiatives and internal audits.

This is a fulltime onsite role at the client site in Albany, NY, and will consider remote candidates with direct experience.

Responsibilities

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• Provide support for project set up including the Albany deliverable calendar and setting up file transfer and other FTS.
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• Prepare, edit and format documents, spreadsheets, presentations.
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• Set up print job with printing firm.
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• Proof drawings and reconcile discrepancies against Excel lists of deliverables.
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• Prepare drawing coversheets with drawing lists.
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• Submit small packages to clients through Procore.
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• Updating and storing project files to ensure they are accurate and accessible for team members and stakeholders.
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• Typing reports, preparing updates and other project documents.
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• Tracking and sorting change requests and updating project documents.
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• Taking minutes during meetings.
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• Other duties as assigned.
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Skills And Qualifications

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• To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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• Familiarity with common construction project processes.
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• Computer literacy, including familiarity with common word processing and spreadsheet software.
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• Accurate and efficient typing skills for data entry, taking minutes and dictations, typing letters and other documents.
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• Verbal communication for addressing other employees, stakeholders and other business contacts.
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• Organization and ability to multitask for filing and completing several clerical and project administrative tasks at once.
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• Attention to detail to ensure all tasks are completed to a high standard, such as taking sufficiently detailed minutes.
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• Integrity and discretion when working with sensitive company information and details.
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• Ability to provide legal US work authorization documents required. Will consider US domestic travelers and relocation.
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• Meet with Managers and Project Engineers to obtain package and team updates, verify deliverable components, and check files for formatting errors and consistencies.
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• Assemble and prepare A/E reports and deliverable packages including combining multiple documents in BlueBeam.
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• Use Excel to build and proof deliverable lists, reconcile discrepancies, and prepare Architectural drawing lists of files issued with deliverable packages.
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• Proof, edit, format and brand documents, presentations, and spreadsheets in adherence to industry and company standards and guidelines.
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• Upload packages to file transfer sites and communicate with clients to assure receipt of files.
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• Utilize conferencing technology and Microsoft Teams to project, review, and edit electronic documents and presentations during team meetings.
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• Support Executive administrative actions. Attend and take notes at Executive meetings and prepare minutes. Lead administrative initiatives, including internal data gathering for audits and tracking licensure across disciplines.
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• Supervise junior department members.
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Additional

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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• Continuous Learning –Assesses own strengths and weaknesses. Pursues training and development opportunities. Seeks feedback to improve performance. Shares expertise with others. Strives to continuously build knowledge and skills.
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• Culture - Supports a culture of excellence. Contributes to a collaborative environment that rewards teamwork, mentorship, best-in-practice development, and pride in workmanship.
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• Customer Services – Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
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• Planning and Organizing – Prioritizes and Plans work activities. Uses time efficiently. Plans for additional resources. Integrates changes smoothly, Sets goals and objectives. Works in an organized manner.
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• Teamwork – Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others’ views. Gives and welcomes feedback. Puts success of team above own interests.
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• Use of Technology – Demonstrates required skills. Adapts to new technologies. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.
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• Language Ability - Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.
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• Mathematical Ability - Work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Apply concepts such as fractions, percentages, ratios and proportions to practical situations.
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• Reasoning Ability - Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.
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The Company

Arcadis Group is a global EPCMV firm offering full-service solutions within the Life Sciences (pharmaceutical, biotechnology, and medical technology) and Advanced Technology (semiconductor, data center, and solar) industries. DPS is dedicated to delivering successful projects with a ‘client-first’ mentality and personal touch across a range of market sectors: Project and Program Management, Procurement, Design, Construction Management, Health and Safety Management, Commissioning, Qualification, and Start-up.

Arcadis is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. DPS does not discriminate in employment opportunities or practices on the basis of: race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability, veteran status or any other characteristic protected by country, regional or local law.