Project Assistant

About the role

The Project Assistant supports Project Managers and project teams by providing administrative, documentation, financial-tracking, and coordination support for engineering and infrastructure projects. This position helps maintain accurate project records, monitor progress, coordinate communications, and support the preparation of project-related documentation.

Responsibilities

• Provide general administrative and clerical support for company projects.
• Organize and maintain project files, filing systems, correspondence, and project communications.
• Perform project-related data entry and maintain accurate project information.
• Track project status and assist with preparing monthly progress reports and other status updates.
• Maintain tracking systems, project calendars, team rosters, contact lists, and project execution plans.
• Update record copies, engineering documentation, construction reports, redlines, and project changes.
• Research and compile information needed to respond to project-related questions.
• Record, prepare, and distribute minutes from Project Manager and project-team meetings.
• Review invoices and supporting documentation for accuracy and completeness.
• Assist with compiling cost documentation, estimates, accounting records, invoices, and reimbursement or billing packages.
• Prepare memos, correspondence, reports, presentations, and other documents as requested.
• Coordinate travel arrangements and other internal services required for project needs.
• Prepare and distribute project correspondence, electronic communications, mailings, and labels.
• Reserve conference rooms and coordinate client, vendor, supplier, and agency presentations, meetings, and interviews, including setup and cleanup.
• Schedule and support client interviews, presentations, and other project meetings.
• Coordinate with project personnel, accounting teams, clients, vendors, utilities, agencies, and other stakeholders to obtain required documentation.
• Assist with the organization of agreements, permits, cost records, compliance documentation, and other project deliverables.
• Perform other duties as assigned.
• Comply with all company policies and standards.

Requirements

• Candidates must be legally authorized to work permanently (i.e., without time limitations, without restrictions or without need for work sponsorship) in the country where this position is located.
• High school diploma or GED.
• Minimum 5 years relevant experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, deadlines, and document requirements.
• Effective written and verbal communication skills.
• Ability to communicate and coordinate professionally with multiple internal and external parties.
• Previous office, clerical, project coordination, or project-assistant experience.
• Experience supporting engineering, construction, public infrastructure, or utility projects.
• Experience reviewing invoices or compiling cost estimates, billing records, reimbursement packages, or other financial documentation.
• Familiarity with utility agreements, supplemental agreements, project closeout documentation, or agency reimbursement processes.
• Experience coordinating documentation with utility companies, government agencies, accounting personnel, contractors, or other project stakeholders.
• Familiarity with construction documents, easements, permits, accounting ledgers, invoices, construction reports, or redlines.
• Exposure to CAD software or the ability to assist with basic project or scoping maps.
• Strong Microsoft Excel skills, particularly when organizing, tracking, and reviewing project or cost information.