Office Support Coordinator - Sewer Capital Program

Kitsap County is seeking a detail-oriented and proactive professional to fill this critical Sewer Utility Office Support Coordinator role that serves as the backbone of capital project coordination and operational excellence. This position offers an outstanding opportunity to advance your career in utility management while making a lasting impact on essential infrastructure that serves our community every day.

You’ll be stepping into a dynamic environment where the Sewer Utility Division relies on precise coordination, comprehensive documentation management, and seamless communication across multiple stakeholders—from contractors and consultants to internal operations teams. This role offers the perfect blend of project coordination, technical documentation management, and operational support for an experienced professional ready to take ownership of complex processes that keep critical infrastructure projects moving forward efficiently and accurately.

• 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

• Professional Experience Foundation: Three years of administrative, clerical, or specialized office experience. Related education demonstrating required knowledge, skills, and abilities to perform the job may substitute for up to one year of experience.
• Technical Aptitude and Learning Agility: Capability to read and interpret construction drawings and specifications, work with document management software and databases, and quickly master specialized utility industry systems and terminology
• Project Coordination Excellence: Strong organizational skills with proven ability to track multiple concurrent projects, manage deadlines, coordinate meetings, prepare detailed reports and spreadsheets, and maintain accurate records under deadline pressure
• Communication and Relationship Management: Professional interpersonal skills to effectively liaison between contractors, engineers, managers, and operational staff while providing excellent customer service and clear written and verbal communication
• Technology Proficiency: Comfort working with Microsoft Office Suite (especially Excel for complex tracking spreadsheets), SharePoint, document control software, GIS systems, and other specialized utility management platforms
• Detail Orientation and Accuracy: Meticulous attention to detail essential for verifying bid calculations, tracking permit expiration dates, managing claims and liens, and ensuring compliance with specifications and regulatory requirements
• Additional
  
  Preferred Qualifications:
  
  Lead worker experience in utility or construction environments; familiarity with capital project processes, construction…