Project Assistant

Mead & Hunt, a nationally recognized professional services consulting firm, has an exciting opportunity for a highly motivated project assistant to support the transportation planning team. This team has over 60 staff members in 12 states working for various public sector agencies at the local, regional, state, and federal levels, supporting planning and preliminary engineering for all modes of transportation.

About the role

This position will assist with various project, contract, and marketing administrative tasks. Must be flexible and willing to work early with colleagues in other time zones when required. A valid driver’s license and ability to drive fleet vehicles for local travel will be required.

Responsibilities

• Office communication, greet clients and guests, and support documentation (e.g., labor rate tables, project closing documentation).
• Contract and sub-contract processing for multiple project managers, including attending weekly administration meetings and providing feedback and coordination.
• Support with contract and task financial setups and amendments using Vision, AEC 360, and Newforma platforms.
• Administrative support for marketing, including assisting with brochures, graphics, conference tracking, abstract submittals, attendance at pre-proposal meetings, presentations, and other related items.
• Technical support for project reports, presentations, and documents, including proofreading, formatting, and graphic layout/design.
• Technical support for projects, including data entry and processing using Excel, pivot tables, etc.
• Development of public-facing outreach materials and attending public meetings.
• Contract support, including creation of subconsultant agreements, reviewing insurance requirements, and other standard terms and conditions using standard templates.
• Project setups with Vision/AEC 360 data entry and tracking of purchase orders, budgets, subs, direct expenses, vendors, reallocations, and invoicing requirements.
• Invoicing and contract management, including updates to labor rate tables, escalations, expirations, change orders, payroll rosters, accounts payable, and subconsultant/vendor invoices.
• Assist project managers with various reporting, including backlog, subcontractor billing, earned value, budget status, contract allocation, and others as requested.
• Coordinate with other administrative professionals and attend internal recurring contract management meetings.
• Other administrative duties as needed.

Requirements

• Associate degree in an administrative assistants’ program (or related field) AND at least four (4) years of relevant office experience, of which at least two (2) years must be in the A/E/C industry in an administrative capacity.
• OR—Six years of relevant office experience, of which at least two (2) years must be in the A/E/C industry in an administrative capacity.

Skills

The ideal candidate will have experience with any or all of the following:

• Proofreading and editing technical reports and contracts.
• Microsoft Office, including Word, Excel, and PowerPoint.
• Desktop publishing and graphic design software.
• Enterprise resource management software (Deltek Vision or similar).
• Strong organizational and communication skills.
• Ability to work independently and collaboratively.
• Team-oriented with strong interpersonal skills.
• Experience working with multiple stakeholders—both internal and external teams.
• Highly adaptable and eager to learn.

Benefits

• Medical, dental, and vision insurance.
• Paid time off and paid sick leave.
• Parental leave.
• 401K plan with a generous company match.
• Life and disability insurance.
• Employee assistance program.

Pay

Salary Range: $27.00 to $33.00 hourly; actual compensation may vary due to factors such as experience, skill set, or location.

Employment is contingent upon successful completion of applicable pre-employment screening requirements. Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.