Project Administrative Assistant

Key Responsibilities

• Support the office staff on daily operations and general staff needs, including handling and coordinating staff travel needs, managing and ordering office supplies, shipping and receiving documents/parcels, and coordinating staff catering.
• Support the accounting department in coordinating weekly staff timesheet submission and generating/formatting Excel project budget reports for management review.
• Support project managers, engineers, architects, and technical staff and provide project facilitation/coordination.
• Prepare meeting minutes for various projects and distribute them to internal and external project team members.
• Draft and proofread a wide variety of project reports, letters and correspondences, proposals, and other marketing materials; type from rough draft, verbal instruction, or independently compose correspondence and reports related to assigned area of responsibility.
• Maintain and update Excel-based project schedules and funding spreadsheets, coordinating with engineering team members, accounting, owners, and contractors to receive and distribute information and updates.
• Take initiative by using professional judgment to independently problem-solve and ensure matters requiring attention are handled appropriately and expediently.
• Maintain accuracy of own work; recognize and correct errors; maintain accurate records; ensure project activities are performed according to expected timelines and meet high-quality standards.
• Assume ownership of given tasks and duties and their corresponding deadlines including overall quality and reach out to team members when roadblocks and other issues arise.
• Perform other related duties as assigned.

Skills, Knowledge And Expertise

• Excellent communication skills and team player.
• Possess basic internet fundamental skill set: perform basic but efficient internet searches.
• Proficiency in MS Word, Excel, PowerPoint, Outlook, and Bluebeam.
• Involvement in project activities at any phase in a project’s life cycle.
• Highly organized with a keen eye for detail.
• Capable of managing multiple responsibilities and prioritizing needs.
• Able to learn quickly and grasp new concepts.
• Dedicated and committed, including punctuality and the willingness to do what it takes to get the job done.
• Excellent technical writing ability.
• Interest in professional growth.

Education and Experience

• H.S. Diploma with 2-3 years of experience in the field or in a related area, or an associate degree with 1-2 years of experience in the field or a related area is preferred.

Benefits

• Very competitive compensation package within the engineering consulting industry.
• Flexible work hours.
• Comprehensive medical, prescription, dental, and vision plans.
• 401(k) plan with company matching.
• Employee Stock Ownership Plan (ESOP), offering benefits of company ownership through accumulation of available stock in a tax-deferred retirement account.
• Up to $3,000/year in yearly tuition reimbursement for coursework relevant to your position.
• Opportunities to learn engineering outside of work, such as lunchtime seminars with industry experts and professional development hour compensation.