GENERAL DESCRIPTION
Alaska Directional is seeking a highly organized and detail-oriented Project Administrator / Document Controller to provide comprehensive administrative and documentation support to our project management team. This role is responsible for managing project documentation, permit coordination, compliance oversight, bid and contract support, and project intake—ensuring that work is clearly defined, properly documented, and completed on time.
The ideal candidate will bring strong communication skills, keen attention to detail, and the ability to collaborate across departments in a fast-paced construction and telecommunications environment. This position may be filled at an entry or experienced level depending on the candidate's qualifications; it offers meaningful room for professional growth and increased responsibility over time.
ESSENTIAL DUTIES
Documentation & Compliance
- Collect, maintain, and distribute project documents including RFIs, submittals, cost proposals, reports, and other critical project files; ensure current versions are in use.
- File project documents and create/manage close-out documents and site files.
- Review, maintain, and retain required documentation such as charters, schedules, drawings, and permits.
- Ensure all project documentation is complete, saved/archived on the appropriate network drive and/or physical location, and uploaded to compliance repositories as required.
- Monitor activities to ensure adherence to regulatory, environmental, and safety standards; maintain up-to-date documentation to support compliance audits and inspections.
- Provide DocuSign support and assist users of document management and project tracking systems.
Permit Coordination
- Prepare, submit, and track DOT traffic lane closures, traffic control permits, and other local, state, or customer-required permits.
- Ensure all necessary approvals are obtained on time, including customer-provided permits.
- Complete locate requests with applicable agencies.
- Coordinate documentation and permitting timelines to ensure project milestones and deadlines are met.
Bid & Contract Support
- Download bid documents, create checklists and trackers, gather required information, and assemble proposal packages for review.
- Obtain estimates for various project components to assist in bid proposal creation.
- Draft, track, and review contracts and subcontracts; manage certificates of insurance and ensure all contract requirements are fulfilled.
- Assist with procurement, including vetting payback requirements for funding approval.
- Process requisitions for NTPs, contract services/change orders, and materials.
- Assist with move orders, obtain vendor quotes, and coordinate with legal to validate terms and conditions.
Project Intake & Setup
- Review and evaluate project requests during intake for completeness and accuracy.
- Ensure fully executed contracts are attached and service/location details are finalized.
- Facilitate project/task resource assignments and scheduling.
- Assist the Project Accounting Specialist in job setup, project tracking, and general administrative support as needed.
Project Tracking & Coordination
- Track and document schedules, project progress, and operational issues; compile reports on the progress of work.
- Provide quality control review of delivery notifications and billing cases; recommend corrections as needed.
- Update trackers, provide status updates, and communicate issues, needed changes, or additional information to the appropriate team members.
Procedures & Cross-Team Collaboration
- Assist in the development and maintenance of internal procedures, operations manuals, and training documents related to project management and compliance.
- Serve as a liaison between project managers, administrative staff, subcontractors, and regulatory agencies to facilitate timely and accurate information flow.
KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to read, analyze, and interpret general business publications, professional journals, technical procedures, and governmental regulations.
- Strong writing skills with the ability to draft reports, business correspondence, and procedure manuals clearly and professionally.
- Confident communicator, capable of effectively presenting information and responding to questions from managers, clients, and other stakeholders.
- Solid mathematical ability, including calculating figures such as discounts, interest, commissions, proportions, and percentages.
- Ability to apply logical reasoning and common sense to carry out instructions provided in written, oral, or diagram form.
- Skilled at identifying and resolving problems involving multiple variables in structured or standardized scenarios.
- Strong organizational skills with the ability to manage multiple priorities effectively in a deadline-driven environment.
- Proficient in Microsoft Office programs including Excel, Word, PowerPoint, Project, and Visio; able to learn new systems and tools as needed.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to severe outside weather conditions.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. A pre-hire post-offer Functional Capacity Evaluation (FCE) will be conducted to determine an employee's ability to perform to the job standard. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- MOBILITY: Must be able to access all controls and all parts of machinery for service. Must be able to push/pull 20 pounds for 20 feet.
- HEARING: Must be able to hear audible safety alarms.
- VISUAL ACUITY: Must be adequate to perform above-listed tasks in a safe manner and take hand signals from ground personnel or flag personnel.
- LIFTING: Must be able to routinely lift up to 20 pounds from floor to waist, 20 pounds from waist level to shoulder height, and carry 20 pounds for 20 feet.
- RANGE OF MOTION: An objective range of motion measurement will be conducted and recorded using a five-position and rapid exchange grip strength test during the pre-hire/post-offer FCE.
CONTINGENCIES
Offer contingent upon ability to pass a pre-employment drug test.
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work at any time without prior notice.
EQUAL OPPORTUNITY & EMPLOYMENT PREFERENCE
Alaska Directional is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other characteristics protected by law.
Alaska Directional grants employment preference first to BBNC shareholders, their spouses or descendants, and second to other Alaska Native Corporation Shareholders in accordance with P.L. 93-638.
Requirements:
REQUIRED QUALIFICATIONS
- High School diploma or equivalent.
- Minimum of two (2) years of experience in administrative support, document control, project coordination, compliance, or a related field. Candidates with three to five (3–5) years of experience may be considered at a higher level within the role.
- Proficient in Microsoft Office (Word, Excel, Outlook); experience with document or project management systems is a plus.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Able to work independently and manage multiple priorities in a deadline-driven environment.
- Reliable, self-motivated, and able to maintain confidentiality and professionalism.
PREFERRED QUALIFICATIONS
- Experience in project coordination or administration in telecom, utilities, or other construction-related industries.
- Certified Associate in Project Management (CAPM) or similar credential.
