Brown and Caldwell (BC), a leading environmental engineering firm, has an exciting opportunity for a full-time Program Administrator to lead the administrative functions and support a multi-disciplined team delivering a large capital program in Seattle, Washington. The Program Administrator will be a key member of the leadership team delivering this important program that will work closely with many of BC’s top resources. We are looking for someone who has experience and familiarity with project and program administrative functions and is passionate about supporting a diverse set of resources and expertise while making meaningful contributions to our internal and external clients.
This a hybrid role with the expectation of working at least 3 days from our Seattle office.
Roles and Responsibilities:
- This role will work closely with a large, external-facing project team, and the larger regional administrative team.
- When needed and as allowed by program needs, provide support/back-up to the existing Seattle office administrator.
- Support the internal administration of a large, multi-year capital program by working closely with a diverse set of internal and external team members.
- Internal and External Meeting Scheduling. This includes working with team members, client staff, and subcontractors to resolve schedule conflicts and schedule internal and external project meetings in a program outlook calendar, communicate agenda’s and verify attendance.
- Prepare for, attend, and document meetings by working with staff to prepare agendas, preparing meeting notes, identifying, and tracking action items, and communicating with team.
- Coordinate meeting logistics, facilities/conference rooms, coordinate food/drinks, and prepare materials for virtual and in-person meetings. This includes both preparation for these meetings and day-of support to facilitate efficient internal and external meetings.
- Coordinate travel and serve as a local liaison for remote project team members.
- Document Control. Submit and receive formal document submissions from the client and keep program deliverables log up to date. Similarly, support file management with the client by managing deliverable review and documentation on the client SharePoint Site.
- Coordinate Document Formatting and Compilation. Distribute documents to Editors for final formatting and compilation of client deliverables.
- Assist the program team in refining workflows/identifying areas of improvement or where efficiencies can be gained.
- Manage the SharePoint and MS Teams sites used for internal team collaboration including adding team members, addressing access issues, and regular maintenance and updates to information.
- Health and Safety. Coordinate with company health and safety team to track programs compliance with corporate health and safety requirements. Work with Project Managers to bring the program up to compliance as required.
- Partner and coordinate with project and program management team to provide additional support as needed.
- Onboard new team members, including new hires, by providing program-specific orientation. Work with program personnel and local administration to develop onboarding plans and conduct new hire orientations into the program.
- Some travel may be required for in-person attendance for large team meetings, workshops, and client needs.
Minimum Qualifications:
- Collaborative, team-oriented with the ability to multi-task and prioritize workload.
- Proficient in MS Office suite (Excel, Word, PowerPoint, Outlook, Teams) knowledge with Bluebeam and; proficiency with internet applications.
- Detail-oriented individual with strong organizational skills, proactive mentality, and ability to follow directions.
- Strong time and task management skills; well-organized and detail oriented.
- Excellent written and verbal communication skills.
- Capable and able to use sound judgement and obtain accessible financial and other resources intelligently and efficiently.
- Adaptable to the evolving workflows and processes unique to this capital program.
- Ability to be resourceful in researching issues, solving problems, learning new tools/systems, and offering creative solutions.
Preferred Qualifications:
- Prior experience work in the architecture, engineering and construction (AEC) industry.
- Prior experience supporting large AEC projects or programs.
- Familiarity with working in templates.
- MS Project experience.
- PowerBI experience.
- SharePoint experience.
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: $27.90 - $38.30/hr
Location B: $30.70 - $42.20/hr
Location C: $33.50 - $46.00/hr
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 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 and 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, visit www.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.
