Document Control/Project Administrator II

Hargrove Engineers + Constructors; Port Arthur (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

Hargrove Engineers + Constructors in Port Arthur, TX, seeks an experienced Project Administrative Specialist to support multiple projects from proposal through closeout. You will coordinate planning, tracking, and documentation under general supervision, and assist leaders and project managers in the discipline.

The ideal candidate has 6+ years of admin experience, strong MS Office skills, and familiarity with Deltek Vision and Newforma.

Qualifications

• 6+ years of administrative support experience, preferably in an industrial engineering environment.
• Proficient with Microsoft Office suite and project documentation tools.
• Strong proofreading and grammar; high attention to detail.
• Ability to multi-task in a fast-paced environment and meet deadlines.

Responsibilities

• Assist in project administration, planning, tracking, and documentation from proposal to closeout.
• Prepare and distribute project correspondence, transmittals, meeting notes, and presentations.
• Schedule meetings, manage calendars, and prepare client and project materials.
• Support Deltek Vision, Newforma, and other software for reporting and documentation.
• Maintain confidential client and project information and ensure accuracy under tight deadlines.

Skills

Attention to detail

Verbal communication

Written communication

Multitasking

Professionalism

Education

High School Diploma or equivalent

Tools

Deltek Vision

Newforma

Microsoft Word

Excel

PowerPoint

Outlook

Job description

What You'll Be DoingJob Scope: Generally responsible for project administration including overall planning, tracking and documentation of one or several projects from the project proposal phase to the project closeout phase. Projects are typically outlined with specific guidelines and procedures. This position is also responsible for overall department support, including but not limited to the leader and project managers for the specific discipline assigned to. This work will be performed under general supervision.Primary responsibilities will include but are not limited to:Assisting in Deltek Vision Resource Planning and producing reports.Preparation of project organizational charts.Preparation of project correspondence and transmittals.Preparation of project mailings and labels.Entering and maintaining current client contact information in both Deltek Vision and Microsoft Outlook.Utilizing technical writing skills to assist in creating and preparing proposals and other technical documents, as well as proofing of technical documents.Scheduling project and client meetings and arrangements.Preparation and distribution of project meeting notes.Preparation of client and project presentations.Execution of special projects.Providing scanning, copying, faxing, and filing services for project related information.Maintaining professional appearance of meeting spaces.Ideal BackgroundEducation: High School Diploma or equivalent is required. Advanced coursework is highly preferred.Certification: No certification is required for this position.Experience: This position requires 6 or more years of experience in providing administrative support, preferably in an industrial engineering environment.Required Knowledge, Skills, and Abilities:Knowledge and application of company standards.Knowledge and application of office administration procedures.Proficient in the use of Microsoft Word, Excel, PowerPoint and Outlook.Proficient in the use of Newforma, Deltek Vision and other software as needed.Extreme attention to detail.Excellent proofreading and grammar.Ability to communicate effectively, both verbal and written.Ability to maintain confidentiality in all areas.Ability to work in a fast paced environment with extreme multi-tasking.Ability to prioritize effectively.Ability to accurately develop reports.Ability to maintain effective working relationships with teammates, clients, and vendors.Ability to listen and ascertain the needs of leaders, teammates and clients, and proactively approach these needs to meet critical timelines.Ability to find and communicate accurate information.Ability to work flexible hours as needed.Physical Requirements:Ability to sit, stand or walk for long periods of time.Hargrove CultureWe work to create an environment founded on trust, personal integrity, and a “team mentality” so that each person understands the value of their contributions both on a project and company-wide level. We know that each person on our team contributes to the success of our company by pairing expertise and passion to meet and exceed the needs of the clients we serve across the globe.Our safety culture protects and promotes the well-being of every person who works with us and every person touched by our work.As a 100% Teammate owned company, we proudly offer a comprehensive benefits package including, paid holidays, personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible Teammates.Equal Opportunity Employment StatementHargrove is an Equal Opportunity/Affirmative Action employer. We do not discriminate based upon race, color, national origin, religion, age, sex (including gender, sexual orientation, pregnancy, sexual identity, marital or family status), disability, military service or obligations, veteran status, or any other characteristic protected by law.Hargrove is a drug-free workplace.The selected candidate must be authorized to work in the United States.