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Kitsap County · 2 days ago

OFFICE SUPPORT COORDINATOR - SEWER CAPITAL PROGRAM

Bremerton, WA

Full-time

Onsite

Mid Level

3+ years exp

Kitsap County is seeking a detail-oriented and proactive professional for the Sewer Utility Office Support Coordinator role, which is essential for capital project coordination and operational excellence. This position involves managing project documentation, facilitating communication among stakeholders, and providing operational support to ensure the efficiency of critical infrastructure projects.

CommunitiesFacilities Support ServicesGovernment

Responsibilities

Coordinate capital improvement project documentation throughout the project lifecycle---from design review through construction closeout---by organizing files, tracking schedules, distributing documents, and maintaining communication logs for multiple concurrent infrastructure projects

Support construction project workflows by processing contractor communications, tracking RFIs and submittals, preparing meeting agendas and minutes, updating status logs for change orders, and ensuring all required documentation is collected and distributed to appropriate staff

Maintain document control systems by updating SharePoint-based electronic O&M manuals, organizing construction drawings and specifications, creating project folders, and ensuring record drawings are properly archived and accessible to utility staff

Facilitate the bid process by compiling design documents for advertising, tracking pre-bid meeting attendance, coordinating contractor questions and responses, creating detailed bid tabulation spreadsheets, verifying calculations, and preparing award notices for manager approval

Track regulatory compliance and permits by maintaining permit lists with expiration dates, sending renewal reminders to contractors, coordinating permit extensions with agencies, and organizing certificates of insurance for all project stakeholders

Compile construction administration documentation by gathering field notes, verifying force account items and truck tickets, preparing spreadsheets for monthly progress payment estimates, and maintaining organized project correspondence and submittal files

Coordinate septage receiving operations by maintaining discharge databases, scheduling hauler appointments, preparing reports for the health district, processing special discharge permits, and tracking billing information

Serve as the administrative liaison between contractors, project managers, utility operations staff, and external agencies by routing communications, scheduling meetings, gathering requested information from various systems, and ensuring timely follow-up on action items

Provide operational support by maintaining on-call duty schedules, tracking purchase orders and deliveries, performing data entry for operations and asset management, answering the treatment plant phone line, and assisting staff with administrative tasks