Project Specialist

Responsibilities

• Assist STV’s Project Managers and Senior Project Managers as follows:
• Develop project correspondences and maintain project files.
• Filing of sub consultant invoices.
• Filing of STV’s prime invoices.
• Work with Project Managers to setup initial project documents including the Project Management Plan.
• Add STV staff to PDMM for project folders.
• Manage IT Tickets and Coordination for projects housed in Bently’s ProjectWise.
• Create client specific folder structures (SCDOT / NCDOT) as needed.
• Create sub agreements from STV’s legal templates.
• Prepare, secure, manage, and review subconsultant documentation including sub agreements and certificates of insurance.
• Prepare and maintain Project Management Plans, Project Manuals, Health & Safety Plans, and Project Quality Plans.
• Coordinate signatures using DocuSign.
• Obtain STV COIs as needed for renewals using standard request processes.
• Track and review of sub consultant COIs.
• Coordinate Legal reviews.
• Correspondence and coordination with stakeholders and permitting agencies.
• Aid in comment responses by following up with discipline leaders and design staff.
• Collect information from all project disciplines for project deliverables, including but not limited to drawings, specifications and calculations, and format as a cohesive document.
• Cookordination of quality control reviews and certifications.
• Schedule meetings and own the logistics required for setting up the meetings.
• Support PMs in the day-to-day management and administrative activities required for efficient delivery of STV’s services and deliverables.
• Support the PM with project controls – including but limited to schedule and costs.
• Assist the PM and STV’s accounting department in prebills, tracking, and collecting payments.
• Track earned value and assist with estimates to complete profitable projects.
• Assist in project controls including submittals, QC, and related documentation.
• Aid in PDF file naming conventions when required.
• Prepare meeting notes, track action items, and prepare agendas for project status meetings.
• Track and monitor project budgets on a weekly basis.
• Manage and track an inspector certification database.
• Schedule inspector training and testing for annual recertifications.
• Log and distribute construction submittals, shop drawings, and RFIs to appropriate team members during the construction phase of projects.
• Project closeout - Assist the PM in review of project documentation completeness and accuracy.
• Project closeout - Assist in the review of subcontracts to ensure scope of work was performed.
• Project closeout - Assist in preparing project information for inclusion in STV’s knowledge management system.
• Prepare expense reports for senior staff.
• Review staff timecards and confirm codes.
• Prepare time transfers for staff timecards as directed by senior staff.

Requirements

• 1-3 years of related experience preferred (preferably in A/E/C firm).
• Bachelor’s degree or equivalent certification/experience in one of the following fields: Engineering Technology, Architecture, Planning, Business Administration, Accounting, or Construction/Project Management.
• Proficiency with Microsoft suite, including Outlook, Word, Excel, and PowerPoint is required.
• Strong written and interpersonal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to work with a multidisciplinary project team.
• Exceptional time management and organizational skills.
• Self-starter
• Proficiency with DocuSign, BlueBeam Revu, Adobe, Bentley ProjectWise, and/or Microsoft Project is a plus.