Project Administrator w​/Document Controls

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.

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.

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

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.

• 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 Power Point
• 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…