Project Administrator w/Document Controls experience

Moffatt & Nichol•Long Beach, CA

8d•$25 - $33•Onsite

About The Position

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively looking for a Project Administrator with document controls experience to join our Long Beach office but will be working out of the client's office. This role will be working directly with the Program Management Team (Moffatt & Nichol) providing support for the Slip Fill Program Management team using CMIS and will also support ITS in its document management for other projects using MS Teams/SharePoint. Slip Fill project’s construction contract will be dealing with Construction Manager team’s document Management, this role will be responsible for document control between M&N, Construction Manager, ITS, and the POLB. This role will be directly reporting to the Program Management Team. The Project Administrator will support Moffatt & Nichol and ITS in managing document control processes, developing standards, communication, archiving, and organization. The role will ensure proper document storage, retrieval, version control, and compliance with standards. This role involves working with MS Teams SharePoint and CMIS to establish structured folder management, implementing document naming conventions, and streamline workflows for improved accessibility and efficiency. This role will be working directly with the Program Management Team (M&N) providing support for slip Fill Program Management team using CMIS and will also support M&N and ITS in its document management for other projects using MS Teams/SharePoint. Slip Fill project’s construction contract will be dealing with Construction Manager team’s document Management, this role will be responsible for document control between M&N, Construction Manager, ITS, and the POLB. About Moffatt & Nichol: Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specializing in the planning and design of facilities that shape and serve our coastlines, harbors and rivers, as well as an innovator in transportation. For the 4th year in a row, Moffatt & Nichol is Ranked #1 in Engineering News-Record for Marine & Port Facilities in the U.S. Additionally, our firm consistently ranks in the Top 100 Pure Designers in the US and the Top 50 Designers in International Markets. Moffatt & Nichol's professional staff includes engineers, planners, scientists and architects who serve our global client base from offices in Europe, North America, Latin America, and the Pacific Rim. The firm provides clients worldwide with customized service and a level of excellence that have become the firm’s hallmark in several primary practice areas – ports and harbors; coastal, environmental and water resources; urban waterfronts and marinas; transportation, bridges and rail; inspection and rehabilitation; and energy.

Requirements

Associate's Degree or higher in a related field; required
1-5 years of experience in Project Administration; required
Proven experience in document controls and records management, preferably in a technical or engineering environment; required
Must have or be able to obtain a TWIC card
Microsoft Office Professional skills with proficiency in Word, Excel and PowerPoint
Knowledge of Adobe Acrobat Professional, Microsoft Windows, Explorer, Teams and/or Zoom
Proven experience with Teams MS Teams SharePoint and CMIS; required
Excellent communication skills and able to meet deadlines in a dynamic environment with multiple project responsibilities
Multi-Tasking skills - and general understanding of construction projects, Construction Management, Program Management, and reporting requirements
Excellent organizational skills with attention to detail
Self-motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team
All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171
Moffatt & Nichol uses E-Verify and employment is contingent upon the legal ability to obtain employment in the U.S. and to present the required documentation at hire

Responsibilities

Develop document management standards, folder structure, guidelines, processes, and naming conventions to make sure efficient access and retrieval
Ensure proper archiving of outdated documents while maintaining version control for active files
Develop and document best practices for document handling, approval workflows, and access security protocols
Monitor processes and documentation with team(s) to ensure compliance
Provide guidance and training to team members on document control procedures, troubleshooting, and best practices
Work closely with internal teams to address document management challenges and drive adoption of processes
Make sure that the CM team follows proper document management
Maintain Logs, version controls, and assist in weekly, monthly and quarterly reports
Assist in meeting set up, coordination, follow up, and generate minutes
This is an in person role stationing at ITS building

Benefits

Enjoy low-cost employee healthcare with our company-paid high-deductible medical, dental, and vision plans
Family coverage is available
Low-deductible plan available
Generous HSA match to help manage healthcare expenses
Stay energized with our amazing Wellness Program (with financial incentives) to keep you healthy and fit
Features include: monthly one-on-one sessions with nutritionists, access to a Healthwise Pharmacist, mindfulness apps like The Calm and BetterHelp, and more
Free and confidential Employee Assistance Programs for counseling and support
Generous Paid time off (15 to 25 days based on experience level), Paid Holidays (7), and a floating holiday
401(k) match to help you reach your financial goals
Excellent Life Insurance coverage, fully paid by the company
You may also have the option to further your education with our comprehensive Tuition Reimbursement Program
Plus, there are plenty of training opportunities, a Leadership Development Program, a formal Mentoring program, an active YP (Young Professionals) group, and so much more
And because we care about all members of your family, we offer Pet Insurance to look after your furry friends