Administrative & Document Coordinator - Tucson, AZ - Bowman Consulting Group, Ltd.

Short Description:

Bowman has an opportunity for an Administrative and Document Coordinator to join our team in Tucson, AZ.

 

At Bowman, we believe in creating opportunities for aspiring people to thrive and achieve ambitious goals. That's why a career at Bowman is more than a job. It is an opportunity to be part of a diverse and engaged community of professionals, to be treated as a respected and valued member of a motivated team and to be empowered to do exceptional work that advances the best interest of everyone involved. We recognize the importance of creating a work environment that is both rewarding to our employees and supportive of our unwavering commitment to provide unparalleled service to our clients.

Overview:

Plan, direct and coordinate project administrative services and document management systems for mining sector projects as well as to support project management in evaluating project status for forecasting of project budget and schedule.

Responsibilities:

Leadership and Direction

• Perform work under moderate supervision. Receive direction on moderately complex assignments, tasks, and execution. Position to work directly with sector leadership to establish best practices for document organization, administration and professional documentation & reports and to implement systems for future new hires in support. 

At the Operational and Company Level

• Assist with enhancing relationships with existing and/or potential clients by acting as point of contact for critical documentation exchange. 
• Support sector initiatives for clear and efficient organizational methods across all mining projects allowing for efficient exchange of information between Bowman internal resources and client, contractors and vendors. 

Do the Work

• Coordinate project activities, including contact with engineering, survey, contractors, field observation, or related work. 
• Coordinate development activities for multiple projects.
• Prepare, organize, track and distribute correspondence, transmittals and documents or directives from engineering, construction management, contractors and vendors.
• Setup and management of project document control and management systems to support project organization and effective communication with all project participants.  
• Create and update project execution plans in coordination with project management.
• Create and facilitate writing and editing of published mining investment reports (i.e. NI 43-101, SK-1300 formats) in coordination with project management.
• Support cost control and project budgeting/forecast with data derived from document management system (i.e. completion %, forecasting etc.)
• Preparation and editing of project specifications with oversight from engineering and project management. 
• Preparation and editing of proposals for mining project marketing purposes in coordination with marketing and sector management team.
• Document decisions and direction provided by PE/Project Manager.
• Prepare necessary presentation materials for meetings.
• Create a project management calendar for fulfilling goals and objectives.
• Assess and document project risks and issues and provide solutions where applicable.
• Aid with submittals to local/state/federal municipalities and/or agencies.
• Communicate verbally and formally with customer representatives, contractors, and engineers.

Success Metrics and Competencies:

 

• Ability to effectively communicate with all levels of the organization and external partners.
• Effective verbal and written communication skills.
• Strong work ethic and commitment to quality.
• Self-reliance and ability to operate independently with limited direction.
• Ability to effectively manage multiple time-sensitive tasks.

Qualifications:

• Fluent in Microsoft Office Suite.
• Adept at planning and organizing.
• Adept at working on spreadsheets or other project management tools to organize information.
• Office experience in the field of Architecture, Engineering, or Construction preferred
• Experience with Bluebeam Revu or other comparable document management and editing software program preferred.
• Competency and experience with setting up and/or managing document management software programs (e.g. – SharePoint, Aconex or similar)
• Ability to provide technical writing, general editing and format professional reports preferred. 

Physical Demands and Working Environment:

• Primarily indoor professional office environment which may include bright/dim light, noise, fumes, odors, and traffic.
• Mobility around an office environment.
• Frequent and prolonged use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• Occasional lifting or carrying up to 20 pounds.
• Occasional pushing or pulling up to 20 pounds.
• Occasional reaching outward or above shoulder.

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Job Description Disclaimer:

Note: While this job description is intended to be an accurate reflection of the job requirements, it is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Management reserves the right to modify, add, or remove duties from particular jobs and to assign other duties as necessary at any time with or without notice.