Construction Development Project Specialist

Construction Development Project Specialist

The Claremont Colleges Services (TCCS) is the central coordinating and support organization for a highly regarded cluster of seven independent colleges known as The Claremont Colleges. TCCS, with about 300 staff members, provides exceptional shared services to 9,000 students, and almost 3,600 faculty and staff. TCCS staff work in both student-facing services as well as administrative and operational services. Our numerous departments are located throughout the Claremont Colleges campus in the beautiful city of Claremont, California.

TCCS seeks a highly organized and detail-oriented Construction Development Project Specialist to support Central Facilities and Construction Project Management Department in the planning, administration, coordination, and execution of capital improvement, maintenance, renovation, and construction projects. Under the supervision of the Construction Project Manager, this position serves as a key administrative and project coordination resource for the Construction Project Management Department. The incumbent is responsible for project administration, document control, contract and budget tracking, procurement support, project reporting, maintenance of the department's plan room, and coordination of project activities among consultants, contractors, campus stakeholders, and internal staff.

The successful candidate supports the Construction Project Manager throughout all phases of project delivery and may independently coordinate small, routine project assignments under the direction of the Construction Project Manager.

Project Administration - 50%

• Provides administrative and project coordination support to the Facilities and Construction Project Management Departments.
• Maintains project files, correspondence, contracts, drawings, specifications, permits, reports, and project records.
• Tracks consultant agreements, construction contracts, amendments, change orders, purchase orders, and other project-related documentation.
• Coordinates procurement activities, including preparation and processing of purchase orders, invoices, payment applications, expense reports, and supporting documentation.
• Assists with public bidding, procurement, and contract administration activities in accordance with applicable policies and procedures.
• Oversees collection and tracking of preliminary notices, lien releases, waivers, insurance certificates, closeout documentation, and other compliance documentation.
• Maintains project budgets, commitment logs, expenditure reports, and financial tracking systems.
• Prepares reports, spreadsheets, presentations, and project status updates for management and stakeholders.
• Maintains project databases and tracking systems to ensure accurate and current project information.

Plan Room and Records Management

• Maintains and administers the Facilities and Construction Project Management plan room and project archives.
• Organizes, catalogs, files, and preserves construction drawings, specifications, studies, reports, record drawings, and historical project documentation.
• Maintains plan checkout and return procedures and tracks the distribution of physical plan sets and project records.
• Coordinates scanning, digitization, archiving, and retention of project documentation.
• Assists staff, consultants, and contractors in locating and accessing archived project information.
• Ensures project records are maintained in accordance with departmental recordkeeping and document retention requirements.

Project Coordination - 30%

• Coordinates project meetings, prepares agendas, records meeting minutes, and distributes action items.
• Assists in maintaining project schedules, milestones, deliverables, and project status reports.
• Coordinates activities among architects, engineers, contractors, vendors, consultants, and campus stakeholders.
• Monitors project progress and identifies schedule, budget, documentation, or administrative issues requiring management attention.
• Assists in tracking Requests for Information (RFIs), submittals, change orders, punch lists, and project correspondence.
• Coordinates project closeout activities, including collection of warranties, operation and maintenance manuals, training documentation, and record drawings.
• Supports project managers in monitoring project scope, budget, schedule, and quality objectives.
• Provides exceptional customer service and communication to internal and external stakeholders.

Assistant Project Management Responsibilities - 15%

• Assists Construction Project Managers with planning, design, procurement, construction, and project closeout activities.
• Participates in project meetings and site visits to document project progress and identify issues requiring follow-up.
• Assists with review of project schedules, contractor payment applications, change orders, and project reports.
• Coordinates follow-up actions resulting from project meetings and site observations.
• Assists in resolving routine project issues…