Project Administrator w/Document Controls experience

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. 

Duties and responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• 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

Other duties:

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications:

• 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

Moffatt & Nichol’s Employment Benefits:

At Moffatt & Nichol, we genuinely care about our team and strive to create a warm, welcoming environment. We’re excited to offer a range of great benefits and cover many costs to support you. Here are some highlights:  

• 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

Base salary range: 

$25.00 to $33.00 per hour based on years of experience, level of education obtained, professional registration, and meeting required qualification in job description.

Base salary range only applicable for candidates who will be hired and working in the California markets.  

Physical requirements:

Sedentary for prolonged period of time, interact with clients, and travel occasionally.  Will be required to work in Client's office at the Port of Long Beach 5 days week. This is not a remote position. 

Moffatt & Nichol’s EEO Statement:

As a global business, Moffatt & Nichol relies on diversity of culture and thought to deliver on our goal of Creative People, Practical Solutions® serving our client needs, and ensures nondiscrimination in all activities in accordance with Title VII of the Civil Rights Act of 1964. We draw from the world’s best and brightest, regardless of geographic, cultural, or institutional background. This approach enables us to better understand and serve our clients, foster innovation, and create a rich, collaborative work environment.  Moffatt & Nichol is proud to be an Equal Employment Opportunity / Federal Contractor desiring priority referrals of all protected veterans for job openings.

EEO is the LAW

If you need more information or require special assistance for persons with disabilities or limited English proficiency, please contact Human Resources at (562) 590-6500 or TTY/TDD users please call 711.