At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission.  We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.

Job Summary:

Under general supervision, perform a broad range of skilled administrative duties to support design, construction, and operational work and projects including system replacements, life support builds, water and mechanical infrastructure builds, general purchasing, and major maintenance projects. Coordinate and manage documentation through all phases of work. Understanding of engineering and construction (A/E/C) industry standards in relation to proposals, contracts, purchase requisitions/orders, drawings, specifications, meeting agendas and minutes, schedules of values, payment applications, submittals, shop drawings, product technical sheet and SDS, and construction management forms will prove key to the success supporting the team project managers and working with consultants, contractors, and vendors. Perform other duties as required. Daily duties will change, as priorities and cyclical projects vary throughout the year.

Core Activities:

• Coordinate all documentation transfers with architects, engineers, contractors, and other vendors engaged on projects through the entire project life cycle for multiple furniture, fixtures, and equipment (FF+E), on-call and preventative maintenance, and renovation and construction projects including:
  • Download/upload documentation to external project portals/partners
  • Compile and document partner feedback
  • Create and maintain internal project files
• Coordinate process for permit applications, response packages, and deferred submittals for authorities having jurisdiction (AHJs) including Federal, State, and local agencies, on behalf of Project Managers, including:
  • Compile drawings and create diagrams as needed to include with permit packages
  • Complete application forms and package final documentation (including appropriate signatures and payment) for final submission
  • Track progress and schedule required updates as needed
• Create contracts/subsequent contract/purchase order amendments using organization standards and software on behalf of team members.
• Negotiate change orders with external partners to support project needs.
• Input purchase requisitions on behalf of team members, issue formal purchase orders to external partners, and distribute invoices or payment applications to responsible project manager.
• Serve as point of contact for scheduling meetings, site access, and other events between project team members (e.g., project manager, internal stakeholders, design team, construction crew, maintenance and installation vendors, etc.)
• Compile and organize data and generate reports for distribution on a variety of topics related to the design, construction, and maintenance of projects.
• Update project plans, scope, schedule, budgets, and financial commitments, regularly sharing them with affected team members. Attend construction meetings, provide agenda items, meeting minutes, and action items or open issues logs, and coordinate follow-up as required.
• Proactively identify challenges, risks, and successes related to the projects and communicate in clear terms the impacts, team needs, and project work to project teams.
• Research product information including potential pricing, lead times, sustainability characteristics, durability, and operation and maintenance requirements and make suggestions to team to generate solutions.
• Investigate potential new vendors and partners to help build team of responsive options for multi-disciplinary professional services and construction needs.

Preferred Knowledge, Skills & Abilities (KSAs):

• Minimum five years of experience coordinating design and/or construction projects
• Certificate or degree from recognized program in A/E/C-specific field, or equivalent combination of education, training, and experience
• Excellent organizational skills and attention to detail
• Skilled at managing multiple priorities, timelines, and diverse tasks using a wide array of technology and systems
• Self-motivated and discreet, with ability to work independently using good professional judgement on focused tasks
• Strong customer service approach with the ability to work independently or collaboratively
• Clear, professional, and grammatically sound verbal and written communication skills
• Ability to create and maintain cross-discipline relationships
• Expertise in office management and project best management practices and procedures
• Understanding of building codes, ordinances, and regulations to assist in creation of permit applications/ packages, coordinate with AHJs, and track progress
• Expertise with Microsoft Windows Office Suite including Word, Excel, Access, Project, PowerPoint, etc.
• Proficiency with construction administration and graphic communication software tools such as ProCore or Bluebeam
• Ability to work within and maintain Monterey Bay Aquarium’s Core Values

Physical Requirements to Perform Essential Job Functions:

• Typical office equipment
• Constant sitting, standing, walking, bending
• Occasional unassisted lifting up to 50 lbs
• Typical office environment, main aquarium and exhibits, occasional offsite events

Annual Compensation Range:

$68,640-$82,000 USD annually. Starting rate will vary based on previous experience and relevant skills/knowledge set.