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Document Control/Administrative Assistant (ID# 42014)

WSP-Parsons Brinckerhoff Long Beach, CA
  • Expired: June 27, 2019. Applications are no longer accepted.

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# Document Control/Administrative Assistant (ID# 42014) Long Beach, CA
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# Category: Administrative/Support Services
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# Job Type: Full Time
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# Minimum Experience: 5
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# Required Education: High School Diploma
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# Job Description
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Be involved in projects with our Construction Services Team and be a part of a growing organization that meets our client's objectives and solves their challenges.

At WSP, we are driven by inspiring the right people to be part of our future-focused business objectives. Our devotion to teamwork has allowed us to build communities and expand our skylines. Here at WSP, anything is within our reach- and yours as a WSP employee. Come join us and help shape the future!

WSP has an immediate need for a Document Control/Administrative Assistant for our Long Beach, California project office providing document control and administrative services for the Gerald Desmond Bridge Replacement Program.

The successful candidate will be working with various document control software systems to manage the storage and retrieval of all project information, correspondence, reports, emails, and other project documents from various central repositories, in accordance with applicable Federal, State, and Port of Long Beach recordkeeping requirements. Project document control duties include the scanning of all incoming project related documents, assigning key words or retrieval codes and other identifying codes to the documents, and entering them into the document retrieval system used on each project. The successful candidate will use the document control software's automated features to efficiently retrieve project information and assist other project staff in the preparation of project related research reports dealing with requests for information, submittal tracking, change order negotiation and other construction issues. Administrative duties include coordinating meeting notices, food and beverage order for working meetings, order and restocking of kitchen and office supplies, and various ad-hoc assignments to support the project needs.

The candidate will have an opportunity to work in a dynamic construction environment with other professional program management/construction management (PM/CM) personnel on this project such as rail, highway, buildings and sea ports.

Duties and Responsibilities:

  • Team member with several other document control technicians
  • Provides office and clerical support including preparation of correspondence, reports, meeting minutes, and slide presentations, receipt and distribution of incoming and outgoing documents, receptionist duties, and related duties including entering documents into the relevant document control systems.
  • Provides administrative assistant and clerical support and manages the office with regards to supplies/purchases to support the project team
  • Works with vendors to support administration of the project office
  • Receives and files all incoming and outgoing documentation
  • Prepares, distributes, and maintains documents and files in accordance with the project document management standards and procedures, including:
  • Verify the types, structure, format and presentation of documents submitted to Document Control team
  • Verify the unique document number for each controlled document and correspondence
  • Register controlled documents and correspondence with 'metadata' in a central system
  • Distribute controlled documents and correspondence to defined recipients
  • Store controlled documents and correspondence in a format and system that is accessible to all project individuals, with superseded revisions removed from use
  • Dispatch controlled documents and correspondence with a record or transmittal
  • Responsible for maintaining the final project archive documents per project record requirements
  • Coordinates and manages the archive files for the project
  • Collects daily reports and maintains the Daily Report Log
  • Processes incoming and outgoing RFCs, RFIs, Submittals, Pay Requests, Safety Concerns, Non-Compliance Notices, Field Trouble Reports and other construction management related documentation at the site
  • Assists in the processing of pay applications documentation
  • Assists in preparation of special reports as requested
  • Prepares meeting minutes and other correspondence for, and otherwise assist, the project team as needed
  • Identifies, and makes management aware of, issues or risks that impact performance
  • Reviews identified document control risks and issues and ensures that approved controls are in place, monitors their effectiveness, and escalates issues to ensure 'no surprises' for project
  • Supports delivery and commercial groups to focus on document management matters
  • Shares knowledge with the Document Control team, promotes teamwork and collaboration and drives innovative thinking within the Document Control team with a focus on exceeding targeted outcomes.
  • Maintains records of lessons learned and communicates these to the Document Control team
  • Must be flexible and able to work in a very fast paced work environment and at times under the pressure of meeting critical deadlines
  • Must have a valid California driver's license in order to deliver and pick up documents from various project facilities
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# Job Requirements
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Talent is the essence of meeting our client's objectives, goals and challenges. If this sounds like a fit for you, we'd love to have that first discussion of you joining our team.

Minimum Qualifications:
  • High school diploma
  • Minimum of 5 years of experience.
  • Prior experience with Share Point, Primavera Contract Manager (formerly Expedition) or other document control software and MS Word and Excel.
  • Prior experience organizing, managing, and operating document control systems.
  • Ability to retrieve, organize and assemble documents to satisfy information needs of other project staff
  • Excellent communication and organizational skills, both orally and written, including written reports and summaries, and presentations
  • Excellent, attention to detail, analytical skills, interpersonal skills, ability to multitask, experience with vendor audits.
  • Candidate must be able to work in the United States on a full-time permanent basis.

Preferred Qualifications
  • Associates Degree
  • Experience on prior large public works and infrastructure road projects
  • Knowledge of recordkeeping requirements for Federally-funded public works projects
  • Local candidates preferred.

About WSP USA

WSP USA is the U.S. operating company of one of the world's leading engineering and professional services firms. Dedicated to serving local communities, we are engineers, planners, technical experts, strategic advisors and construction management professionals. WSP USA designs lasting solutions in the transportation, buildings, energy, water and environment sectors. With nearly 7,000 people in 100 offices across the U.S., we partner with our clients to help communities prosper. www.wsp.com/usa

WSP provides a progressive mix of benefits including medical, dental 401k and long term disability focused on a providing health and financial stability throughout the employee's career.

At WSP, we want to give our employees the challenges they seek to grow their careers and knowledge base. Your daily contributions to your team will be a key piece in our meeting client objectives, goals and challenges, are you ready to get started?

WSP USA is an Equal Opportunity Employer - Race/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin and Veterans and Disability.

The selected candidate must be authorized to work in the United States.

Relocation assistance is not available for this position.

WSP USA is an Equal Opportunity Employer - Race/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin and Veterans and Disability.

WSP-Parsons Brinckerhoff

Address

Long Beach, CA
90806 USA