Administrative Document Specialist

The Administrative Document Specialist role provides entry-level technical and administrative support for client deliverables. The role performs routine tasks within well-defined guidelines, with close supervision, and with a focus on acquiring new skills and deepening understanding of functional responsibilities.  

Responsibilities  

• Maintain quality deliverables and adhere to defined guidelines.  

• Maintain compliance with BC document standards.  

• Flexibility to adapt and execute various additional assignments based on evolving needs.  

• Provide support for document-related projects and initiatives.  

• Maintain a high level of accuracy and attention to detail in all tasks.  

• General Formatting Review. Apply styles and templates to the document to adhere to the current BC Style Guide Standards and Templates unless otherwise indicated.  

• Responsibilities include:  

• Apply BC template styles and guidelines to letter correspondence, Tech Memos, Reports, design documents, and marketing materials  

• Check word spacing and spell check  

• Format Section Titles/Header/Footers  

• Update or create Table of Contents  

• Verify word spacing meets template guidelines  

• Ensure proper pagination and page numbers are correct  

• Verify Figures and table numbering and captions are correct   

• Maintain document legal limitations  

• Track and manage document version control, ensuring that the most current version of each document is available  

• Ensure all documents are stored securely and easily accessible. 

• Document PDF Creation. Merge multiple files into a single, cohesive document for easier sharing and accessibility.  

• Responsibilities include:  

• Create and compile document(s) into a PDF format using Adobe or BlueBeam software  

Skills and Competencies  

• Basic knowledge of Microsoft Office Suite (e.g., Microsoft Word) and PDF software (i.e., Adobe or Bluebeam).  

• Detail-oriented, good communication and interpersonal skills.  

• Ability to follow instructions and guidelines.  

• Capability to efficiently support tasks and work in collaborative environments, contributing to team goals and fostering a cooperative and productive atmosphere.  

• Demonstrated strong aptitude for quickly learning new software applications and documenting procedures, ensuring alignment with BC’s evolving programs and guidelines to maintain up-to-date and compliant operations (i.e., SpecLink).  

• Understanding of current BC Digital Signature Support (i.e., Global Sign or other BC supported software).  

Experience  

• Typically, 0-2 years of related work experience.  

Education  

• High school diploma or equivalent.  

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education.  These ranges may be modified in the future.   

 Location A: $47,000 - $58,000
Location B: $51,000 - $64,000
Location C: $56,000 - $70,000

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.  

Benefits and Other Compensation:  We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.  

About Brown and Caldwell  

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com  

This position is subject to a pre-employment background check and a pre-employment drug test.   

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.    

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.