Program Administrator - environmental engineering

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 w