Document Controls Administrator

Working under local guidance from the Program Manager and Project Managers, perform the following tasks:

• File advertisements and solicitations
• Record bid tabulations, scoring and other selection activities
• Log and organize project transactions such as, addenda, submittals, change proposals, supplemental instructions, etc.
• Prepare and distribute, based on Project Manager and Inspector input, daily site observation reports
• Prepare and maintain Project Management Plan, including description of the means for handling all documentation
• Record project meetings, create meeting minutes and distribute
• Update project schedule completion status based on input from Project Managers
• Assist with general office administration duties (supplies, equipment, postings, etc.)
• Assist the Program Manager and Project Managers 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.
• Enter changes to cost tracking to reflect approved changes from Project Manager
• Record contracts, purchase orders and changes to the Project Controls Software
• Ensure Operations and Maintenance manuals are filed
• Enter punch list items into project controls software

• Strong knowledge of Program Management software programs (Prolog, ProjectMates, Procore, Oracle Primavera Contract Manager)
• Strong keyboarding skills
• Excellent listening skills, patience, maturity
• Familiarity with all Microsoft Office applications with excellent understanding of Outlook, Power Point, Word and Excel
• Capable of shifting priorities and reacting to changing demands