Project & Asset Records Coordinator (26-099)

Position Summary:

The Project and Asset Records Coordinator, under the supervision of the Asset Management Program Manager, is responsible for managing the closeout process for new development, annual recurring and major capital projects in accordance with Charleston Water System (CWS) standard operating instructions (SOIs), Minimum Standards for the Design and Construction of Water and Wastewater Systems, strategic objectives, and the South Carolina Department of Archives and History requirements. This position is also responsible for leading and managing project tracking, training internal and external stakeholders on project closeout, and managing onboarding and decommissioning needs to ensure asset management functions are met.

Essential Functions:

• Coordinate and manage the closeout and records for new development projects, annual recurring and major capital projects in accordance with South Carolina Department of Archives and History requirements.
• Manage the use of Cityworks PLL and CWS’s customer facing Portal for new development projects in coordination with the Engineering & Construction Department’s New Development Program Manager and Information Technology Department’s Cityworks Application Administrator.
• Schedule and chair project closeout meetings and attend pre-construction meetings as requested.
• Oversee and prepare correspondence and necessary documentation for project closeout.
• Address and resolve high level challenges and concerns related to new development project closeout (escalations).
• Track and manage asset onboarding and decommissioning of completed projects in PowerPlan.
• Manage coordination, compliance, and tracking of the maintenance bond reimbursement program.
• Answer questions and explain procedures to developers, engineers, and regulatory agencies relative to CWS closeout requirements and Minimum Standards.
• Develop and provide project closeout administrative training to internal and external stakeholders.
• Create, maintain, and distribute project closeout dashboards and reports.
• Coordinate and complete Insurance Reserve Fund onboarding documentation for above ground assets.
• Research, evaluate, and implement technical and administrative solutions to support project closeout objectives, including those related to asset management and document retention requirements.
• Lead and coordinate project closeout Standard Operating Instruction (SOI) and Minimum Standards reviews.

Additional Duties

• Augment Project and Asset Records Specialist (PARS) responsibilities during busy periods or resource shortages.
• Performs other related duties as assigned.

Physical Requirements, Activities, and Working Conditions

• Sedentary work exerting up to 35 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift and transport objects.
• Ability to understand and execute complex written and oral instructions and effectively communicate detailed information to others orally and in writing.
• Ability to visually observe computer screens, reports, and correspondence.
• Ability to work individually or in groups.
• Ability to identify, reach and handle documents as required to perform the essential job functions and to maintain accurate records management.

Education and/or Experience

• Associate in Business Administration degree or degree in a related discipline with a minimum of three (3) years of proven project close-out related experience in a utility or similar environment; or combination of education and experience totaling six (6) years with increasing levels of responsibility.
• Considerable knowledge in office practices, filing systems, and records retention schedules.
• Proficiency with Microsoft Office suite of products including Word, Excel, Teams, OneDrive, SharePoint, Visio, Outlook, PowerPoint and Forms.
• Experience coordinating project closeout activities for water and wastewater infrastructure, preferred.
• Experience using Bluebeam or other digital construction document management applications.
• Experience and proficiency in Cityworks PLL.
• Knowledge of document management systems; such as Documentum.
• Knowledge of asset information systems; GIS, CMMS, CCTV, ERP.
• Experience identifying process improvement opportunities and implementing workflow efficiencies.
• Ability to read and comprehend technical papers, drawing, plans, policies, procedures, technical manuals, software help files, etc.
• Must have excellent interpersonal and communication skills and be proficient at business letter writing.

Licenses, Certifications, Registrations

• Valid South Carolina Driver’s License required.

Training Needs:

• OSHA and Departmental safety training as required.
• Skills Based Training
• Standard Operating Instruction (SOI) per department requirements.
• ISO 14001 standards for department and company

Potential Career Path:

ELIGIBILITY FOR PROMOTION TO VARIOUS POSITIONS THROUGHOUT THE COMMISSION DEPENDS UPON INDIVIDUAL QUALIFICATIONS, AND NOTED JOB PROGRESSIONS ARE NO GUARANTEE OF CAREER PATH TO THESE OR ANY OTHER JOB(S) AT THE COMMISSION.

• New Development Program Manager
• Asset Analyst
• Asset Management Program Manager