Eng Supp Spec 3 - Engineering Operations Specialist - Project Support

APR Staffing

Vancouver, WA

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JOB DETAILS

SKILLS

Administrative Skills, Adobe Acrobat, Aviation Industry, Background Investigation, Calendar Management, Contract Management, Customer Support/Service, Data Collection, Data Entry, Data Management, Design Document, Design Verification, Document Management, Documentation, Documentation Standards, Driver's License, Engineering Drawing, Government, Identify Issues, Internet/Online Service, Logistics Management, Meeting Minutes, Microsoft Project, Microsoft SharePoint, Microsoft Windows Network, On Call, Organizational Development/Management, Plan Meetings, Problem Solving Skills, Procedure Development, Process Development, Process Sheet, Project Design, Project Engineering, Project Estimates, Project Lifecycle, Project Schedule, Project Tracking, Project/Program Coordination, Project/Program Management, Record Keeping, Regulatory Compliance, Relational Databases (RDBMS), Request for Information (RFI), Sales Management, Skype, Statement of Work (SOW), Support Documentation, Team Player, Technical Recruiting, Technical/Engineering Design, Time Management, Transportation Routing, United States Citizen, WebEx, Willing to Travel

LOCATION

Vancouver, WA

POSTED

1 day ago

Job Title: Engineering Support Specialist 3 - Engineering Operations Specialist - Project Support
Job Number: 12033
Location: Vancouver, WA
Hybrid: onsite 2 -3 days per week, Routine Telework Eligible
This assignment will be full-time in office during a 4 month training period, after which some telework options may be available at the discretion of the CLIENT Supervisor
On Call: No
Overtime: 5%
Travel: Up to 10% travel for meetings and training
Length: 5 years

MUST be US Citizen to be eligible to apply for Federal Background Check

Requires Real ID and or Valid Passport to interview

SUMMARY

This contract Project Coordinator/ Engineering Support Specialist assignment will work within the Transmission Engineering Grid Expansion (TEGO) organization and will provide support and assistance to various engineering organizations, supporting Project Engineers (PE), Contracting Officers Representatives (COR) and other personnel in the document management requirements for tracking and management of transmission projects. This assignment will track project milestones, maintain, track, review, update, and organize project engineering records, respond to customer and stakeholder inquiries and request for information, and provide accurate record keeping for the organization.
This assignment will also coordinate, compile, maintain, document, and process project design work submitted to the organization via the CLIENT Submit inbox. This process ensures designs from external Architecture & Engineering (A&E) service contract firms are received and processed in a timely and appropriate manner. This assignment will receive, record, track, monitor and shepherd drawing packages through the submittal, comment / edit, and final phases, verifying designs are submitted to the appropriate CLIENT organization / subject-matter-expert (SME) for comment and returned to the applicable A&E vendor for any necessary corrections. This assignment will also support the non-cfte management requirements for the TE Grid Expansion organization. Requirements will include tracking, monitoring and reporting of administrative requirements associated with specific administrative tasks as assigned by the COR.

POSITION RESPONSIBILITIES

Serve as primary point-of-contact and subject matter resource for “CLIENT Submit” inquiries, submittals, and appropriate processing, which may include:
- Provide on-going support, document coordination and communication for projects contracted to external A&E firms, Project Management Teams, Design Teams, Transmission Field (TF) Org, and other relevant parties, shepherding project designs between appropriate CLIENT design team and applicable vendor, validating timely responses and distributions.
- Receive and distribute emails for the CLIENT Submitand/or Procore process, which may include:
  - Receive inbound emails from contracted A&E firms and internal CLIENT teams to record, validate, trouble-shoot, route and process as per established procedures.
  - Maintain and track project milestones in the CLIENT Submitand/or Procore process Tracking sheet, which may be used by PMs, project teams, internal design teams and others.
  - Review A&E contracted design submittals to validate compliance with CLIENT standards and requirements prior to distribution to appropriate internal design teams for technical engineering review.
  - Coordinate with various design organizations to distribute design submittals to appropriate organizations.
  - Track design submittal due dates and maintain design submittal schedule, track emails with each project.
  - Identify and resolve design review issues by coordinating with CLIENT design reviewers and corresponding A&E firms. This work may include modifying design packages, drawing lists, and set files in ProjectWise, extensive communication, and collaboration with multiple parties, both internal and external.
  - Assist A&Es with miscellaneous action requests such as deleting or moving files in ProjectWise.
  - Upload and maintain ProjectWise Facility Folders, including comments and remarks from emails.
Assist project engineers, CORs, and other personnel as necessary with project tasks, which may include:
- Track and monitor project milestone schedule and dates with the use of various or applicable reporting tools. Perform or request edits as needed in systems such as Microsoft Project (MSP), working with PEs and CORs on a 1:1 basis to assist with this data management.
- Assist customers and stakeholders with obtaining engineering records.
- Develop, maintain, and perform data-entry for project-specific SAALSA (Structured Asset Attribute Lifecycle Supplemental Attachment) files.
- Provide documentation for action Items and decisions made during meetings.
- Track and follow up on action items assigned to and assigned by the CLIENT manager or project engineer.
- Research and identify who to contact when action items are complete, and a subsequent action can begin.
- Monitor and track resource commitments from other groups as requested by the PE, using the organization’s resource tools.
- Organize, coordinate, and schedule meetings for TEE project engineers and CORs, which may include managing multiple calendars; arranging meeting accommodations (onsite or offsite meeting/conference rooms), and amenities (phone bridge, WebEx, Skype, video, audio and other equipment); gathering, compiling, or drafting required materials, such as agendas, presentations, hand-outs, etc.; obtaining access for guest speakers or other visitors; and providing visitor escort as requested.
- At the request of a CLIENT manager or PE, plan and coordinate site visits including scoping site visits, field reconnaissance visits, by arranging appropriate dates, times, transportation (commercial air, CLIENT air, Government vehicles, etc.), lodging, and permissions (if needed); and working with TEN Administration team to book travel for CLIENT Employees.
- Attend and/or facilitate meetings. Take notes or meeting minutes and transcribe and distribute as appropriate.
- Facilitate rescheduling or cancelling meetings in absence of the PE.
- Coordinate with the Transmission Design organization to route drawing packages for PE Review.
- Prepare and draft equipment list for materials, equipment, or supplies necessary to meet scoping project timelines and/or maintenance requirements.
- Pull drawings from CLIENT’s drawing management system (ProjectWise); organize into .pdf files and/or produce paper plots.
Provide maintenance, tracking, and reporting for a variety of organizational databases. Perform data synchronization checks between different databases and Systems of Record (SORs) and implement or request changes when necessary.
Provide records maintenance within SharePoint, including physical and electronic official files, retention, and conformance.
Scan records for digital archiving.
Coordinate with PE’s and others, as needed to resolve documentation or record discrepancies.
Assist in compilation of reference data for relational databases by gathering data from existing engineering drawings and/or paper records.
Keep the SharePoint program site current by investigating new features and ways to create program efficiencies.
Perform data tracking, utilize existing SharePoint filing system to confirm standard project documentation is up to date.
Maintain SharePoint Lists and Tools and provide recommendations for new uses, features, and/or enhancements.
Establish, maintain, and administer SharePoint organization, team, and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists.
Assist in managing the organization’s SharePoint content and permissions as per established processes and criteria.
Review Concept Design Documents (CDDs), Statements of Work (SOWs), project tasks, schedules, and material requests (MRs) by comparing them to original project scope and communicate potential conflicts with PM, PE and/or subject matter experts (SMEs).

Education & Corresponding Experience

Bachelor's degree in business management, Logistics Management, Engineering, or a related technical field is preferred.
- 6 years of experience is required with an applicable bachelor’s degree.
- 8 years of experience is required with an applicable associate degree.
- 10 years of experience is required without a degree or applicable degree.
Experience must be consistent with the specific requirements of project coordination/control and progressively more technical in nature. Must be capable of applying a diversified knowledge of principles and practices in assigned technical areas

Required Skills & Experience

Experience should include coordination support for project efforts including timeline tracking throughout project lifecycle.
3 years of relevant work experience in administrative / project support functions for engineering or other technical fields.
3 years of experience storing, manipulating, and organizing large numbers of files and folders using Microsoft Windows networks or other document management programs.
2 years of experience using SharePoint sufficient to edit and maintain site.
Working knowledge of automated data systems

Preferred Skills & Experience

None

Additional Requirements:

Valid U.S. Driver’s License is required
PPE Equipment

Pre-Employment Requirement
All employment offers are contingent upon successful completion of our pre-employment screening that may include drug testing, background/criminal check, and if applicable, must meet eligibility requirements for access to classified information.

APR Staffing is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

About APR Staffing
APR Staffing was born from the merger of two well-respected technical staffing firms in Portland. ieSolutions and Data Resource Group. Both companies have recently been award winners for the Portland Business Journal's Fastest-Growing Private Companies. The two firms, now as APR Staffing, make for one of the fastest-growing and most-respected professional and technical staffing companies in Oregon and Southwest Washington.

Collaborating with our customers, we augment their workforce with technical and administrative professionals. We provide only high-caliber, professional-grade resources throughout the Pacific Northwest.

Eng Supp Spec 3 - Engineering Operations Specialist - Project Support

APR Staffing

Vancouver, WA

About the Company

APR Staffing

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