Design & Construction Project Coordinator

Fairbanks North Star, Borough of (AK); Fairbanks (AK); On-site; USD 42,000 - 58,000; Full time

Job summary

Fairbanks North Star Borough seeks an experienced administrative assistant to support multiple project teams within a fast-paced design and construction environment. You will handle correspondence, budgeting, front-desk duties, and contract documentation for professionals and staff.

The role involves preparing bid documents, managing submittals, coordinating meetings, and maintaining project files. A valid driver’s license and proficiency in Word/Excel are required.

Qualifications

• High school diploma or equivalent is required.
• Three years of progressively responsible office experience preferred.
• Proficiency with Word and Excel is required; Access and Adobe Acrobat are a plus.
• Experience with automated accounting systems is preferred.
• Experience in transcription of notes/minutes is preferred.
• Must have and maintain a valid driver’s license and insurance as required by Borough rules.

Responsibilities

• Compose correspondence and prepare internal budgetary and other forms.
• Perform front desk duties and route inquiries to appropriate staff.
• Assist in design and construction contract documentation including RFPs, bids, and permits.
• Prepare bid documents and organize the bidding process.
• Attend bid openings and document actions.
• File Notice of Award and track project progress to completion.
• Prepare and attend weekly on-site meetings and record minutes.
• Assist with punch lists and reporting for completion inspections.
• Work with the Fiscal Coordinator on capital projects and ledgers.
• Communicate with project teams, consultants, contractors, and Borough departments.
• Maintain centralized design and construction project files and archives.
• Set up project information management systems and manage submittals, RFIs, and communications.
• Distribute and track contracts and amendments using Adobe Sign and OneSolution.
• Provide technical review and quality control of outgoing documents.
• Accept and process surety deposits for improvements and fees.
• Maintain inventory and order supplies and process P-Card transactions.
• Other duties as assigned.

Skills

Administrative support

Microsoft Word

Microsoft Excel

Adobe Acrobat

Access

Communication

Education

High school diploma or equivalent

Tools

Microsoft Access

Adobe Acrobat

Job description

Fairbanks North Star Borough seeks an experienced administrative assistant to support multiple project teams within a fast-paced design and construction environment. You will handle correspondence, budgeting, front-desk duties, and contract documentation for professionals and staff.

The role involves preparing bid documents, managing submittals, coordinating meetings, and maintaining project files. A valid driver’s license and proficiency in Word/Excel are required.