Administrative Document Specialist

Brown and Caldwell; Phoenix (AZ); On-site; USD 47,000 - 70,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Disability insurance

Life insurance

Paid time off

Holidays

401(k) with employer match

Performance-based bonus eligibility

Tuition reimbursement

Job summary

Brown and Caldwell is seeking an Administrative Document Specialist to support entry-level technical and administrative tasks for client deliverables. You will help format documents, ensure BC style alignment, and assist with PDF creation and document management.

This role focuses on learning procedures under close supervision while maintaining high accuracy and attention to detail in every task. Candidates should be prepared to work in a collaborative team environment and grow their document

Qualifications

• High school diploma or equivalent.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication.
• Ability to follow defined guidelines and instructions.
• Experience using Microsoft Word and PDF software (Adobe or Bluebeam).
• Able to work under supervision and learn quickly.

Responsibilities

• Maintain quality deliverables and adhere to defined guidelines.
• Maintain compliance with BC document standards.
• Format documents using BC styles and templates.
• Create and compile documents into a PDF format using Adobe or BlueBeam software.
• Track and manage document version control.
• Ensure documents are stored securely and easily accessible.

Skills

Microsoft Word

Adobe PDF

Bluebeam

Detail-oriented

Communication

Interpersonal skills

Follow instructions

Team collaboration

SpecLink

Digital Signature

Education

High school diploma or equivalent

Tools

Microsoft Word

PDF software (Adobe)

Bluebeam Revu

Job description

The Administrative Document Specialistrole provides entry-level technical and administrative supportforclient deliverables. Theroleperforms routine tasks within well-defined guidelines, with close supervision, and with a focus onacquiringnew skills and deepening understanding of functional responsibilities.

Responsibilities

• Maintain quality deliverables and adhere to defined guidelines.
• Maintain compliance with BCdocumentstandards.
• Flexibility to adapt and execute variousadditionalassignments based on evolving needs.
• Provide support for document-related projects and initiatives.
• Maintaina high levelof accuracy and attention to detail in all tasks.
• General Formatting Review. Applystyles and templates to thedocument toadhere to the currentBCStyle Guide Standards and Templatesunless otherwiseindicated.
• Responsibilities include:
• Apply BC template styles and guidelines to letter correspondence, Tech Memos, Reports, design documents, and marketing materials
• Check word spacing and spell check
• Format Section Titles/Header/Footers
• Update or create Table of Contents
• Verify word spacing meets template guidelines
• Ensure proper pagination and page numbers are correct
• Verify Figures and table numberingand captionsare correct
• Track and manage document version control, ensuring that the most current version of each document is available
• Ensure all documents are stored securely and easily accessible.
• DocumentPDFCreation. Mergemultiple files into a single, cohesive document for easier sharing and accessibility.
• Responsibilities include:
• Create and compile document(s) into a PDF formatusing Adobe orBlueBeamsoftware

Skills and Competencies

• Basic knowledge ofMicrosoft Office Suite(e.g., Microsoft Word)and PDF software (i.e., Adobe or Bluebeam).
• Detail-oriented, goodcommunicationand interpersonalskills.
• Ability to follow instructions and guidelines.
• Capability to efficientlysupporttasksand workin collaborative environments, contributing to teamgoalsand fostering a cooperative and productive atmosphere.
• Demonstratedstrong aptitude for quicklylearningnew software applications and documenting procedures, ensuring alignment with BC’s evolving programs and guidelines tomaintainup-to-date and compliant operations (i.e.,SpecLink).
• Understandingofcurrent BC Digital Signature Support (i.e., Global Sign or other BC supported software).

Experience

• Typically, 0-2 years ofrelated workexperience.

Education

• High school diploma or equivalent.

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $47,000 - $58,000
Location B: $51,000 - $64,000
Location C: $56,000 - $70,000

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation

We provide a comprehensive benefits package that promotes employee health, performance, and success which includes the following:

• medical
• dental
• vision
• short and long-term disability
• life insurance
• an employee assistance program
• paid time off and parental leave
• paid holidays
• 401(k) retirement savings plan with employer match
• performance-based bonus eligibility
• employee referral bonuses
• tuition reimbursement
• pet insurance
• long-term care insurance

Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visitwww.brownandcaldwell.com

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.

Qualifications

Skills

Behaviors

Motivations

Education

Experience

Licenses & Certifications

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.