Project Administrator​/Document Controller

Project Administrator/Document Controller

#1346

General Description

Alaska Directional is seeking a highly organized and detail-oriented Project Administrator / Document Controller to provide comprehensive administrative and documentation support to our project management team. This role is responsible for managing project documentation, permit coordination, compliance oversight, bid and contract support, and project intake—ensuring that work is clearly defined, properly documented, and completed on time.

The ideal candidate will bring strong communication skills, keen attention to detail, and the ability to collaborate across departments in a fast-paced construction and telecommunications environment. This position may be filled at an entry or experienced level depending on the candidate’s qualifications; it offers meaningful room for professional growth and increased responsibility over time.

Essential Duties

Documentation & Compliance

• Collect, maintain, and distribute project documents including RFIs, submittals, cost proposals, reports, and other critical project files; ensure current versions are in use.
• File project documents and create/manage close-out documents and site files.
• Review, maintain, and retain required documentation such as charters, schedules, drawings, and permits.
• Ensure all project documentation is complete, saved/archived on the appropriate network drive and/or physical location, and uploaded to compliance repositories as required.
• Monitor activities to ensure adherence to regulatory, environmental, and safety standards; maintain up-to-date documentation to support compliance audits and inspections.
• Provide Docu Sign support and assist users of document management and project tracking systems.
• Prepare, submit, and track DOT traffic lane closures, traffic control permits, and other local, state, or customer-required permits.
• Ensure all necessary approvals are obtained on time, including customer-provided permits.
• Complete locate requests with applicable agencies.
• Coordinate documentation and permitting timelines to ensure project milestones and deadlines are met.

Bid & Contract Support

• Download bid documents, create checklists and trackers, gather required information, and assemble proposal packages for review.
• Obtain estimates for various project components to assist in bid proposal creation.
• Draft, track, and review contracts and subcontracts; manage certificates of insurance and ensure all contract requirements are fulfilled.
• Assist with procurement, including vetting payback requirements for funding approval.
• Process requisitions for NTPs, contract services/change orders, and materials.
• Assist with move orders, obtain vendor quotes, and coordinate with legal to validate terms and conditions.

Project Intake & Setup

• Review and evaluate project requests during intake for completeness and accuracy.
• Ensure fully executed contracts are attached and service/location details are finalized.
• Facilitate project/task resource assignments and scheduling.
• Assist the Project Accounting Specialist in job setup, project tracking, and general administrative support as needed.

Project Tracking & Coordination

• Track and document schedules, project progress, and operational issues; compile reports on the progress of work.
  
  Provide quality control review of delivery notifications and billing cases; recommend corrections as needed.
• Update trackers, provide status updates, and communicate issues, needed changes, or additional information to the appropriate team members.
• Assist in the development and maintenance of internal procedures, operations manuals, and training documents related to project management and compliance.
• Serve as a liaison between project managers, administrative staff, subcontractors, and regulatory agencies to facilitate timely and accurate information flow.

Knowledge, Skills, and Abilities

• Ability to read, analyze, and interpret general business publications, professional journals, technical procedures, and governmental regulations.
• Strong writing skills with the ability to draft reports, business correspondence, and procedure manuals clearly and professionally.
• Confident communicator,…