Senior Project Assistant

About the role

As the Senior Project Assistant in the Renewables Division, you will provide general project support, ensuring project schedules and budgets are met. This role is crucial in the project lifecycle, contributing to best practice management and overall project success.

Responsibilities

• Business Operations:
  • Serve as a subject matter expert in contract management, understanding various contract types and necessary signatures/approvals.
  • Act as a subject matter expert for data management and best practices in Westwood data systems such as CLX, Vantagepoint, and Bonfire.
  • Possess expertise in Westwood's license and state compliance to ensure appropriate compliance.
  • Maintain accurate data within the Deltek Vantagepoint database system, including project set-up, reporting, and auditing.
  • Mentor other project assistant team members, providing guidance and support.
• Opportunities Support:
  • Coordinate proposal preparation, proofread proposals, and ensure adherence to brand standards.
  • Collaborate with Corporate Services and Project Managers to provide support with contracts, proposals, and prequalifications.
• Project Management Support:
  • Handle various project lifecycle tasks, including project kick-off meetings, agendas, reporting, accounts receivable follow-up, and lessons learned.
  • Prepare, maintain, and be responsible for project schedules, ensuring they are up-to-date and accurate.
  • Participate in internal and external meetings, take meeting minutes, and follow up on action items.
  • Support project deliverables and timelines by coordinating project teams and facilitating effective communication.
  • Conduct non-technical quality assurance and quality control of deliverables for consistency and branding, ensuring proper protocols are followed before submission.
  • Support Project Managers throughout the invoicing cycle process by running reports, reviewing transactions, marking up invoices, coordinating with Billers, and following up on Accounts Receivable.
• Contacts / Direction:
  • Receive general direction from multiple project managers and supervisor.
  • Independently manage and prioritize tasks and projects.
  • Collaborate closely with project managers, assistant project managers, project teams, project assistants, and division administrative coordinator.
• Success Measures:
  • Completion of requested tasks in a timely and accurate manner.
  • Initiative to seek out tasks and coordinate support with project manager.
  • Project manager and project team satisfaction.
  • Data integrity of Deltek Vantagepoint database system.

Requirements

• Bachelor's degree preferred or equivalent job-related experiences and training.
• Experience working in a professional services environment.
• Excellent communication and interpersonal skills, with the ability to work effectively as part of a team.
• Ability to independently process work accurately and efficiently.
• Strong organizational skills and ability to manage multiple tasks and meet deadlines simultaneously.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.

Preferred Qualifications

• Experience in a similar Project Coordinator role.
• Experience in the renewable energy industry or related field.
• Familiarity with project management software and tools.
• Knowledge of contract management principles and practices.
• Understanding of data management systems and best practices.
• Detail-oriented with a strong focus on quality and attention to detail.
• Knowledge of licensing processes and requirements.
• Familiarity with accounts receivable coordination and client accounting.

Working Conditions

• Location: Office-based (in a Westwood office).
• Lifting / Moving / Standing: Typical for a non-physical, office-based role.
• Personal Protective Equipment (PPE) required: None.
• Travel: Little to no travel expected.

About Westwood Professional Services, Inc.

At Westwood, our purpose is to create a better world for people through our work. We transform the energy grid, design resilient infrastructure, and develop communities that will flourish today and for future generations. With over 50 years of experience and a legacy of innovation, we stand at the forefront of our industry, dedicated to understanding the unique needs of the markets we serve.

Our approach revolves around people. We are committed to building a culture that attracts, retains, and develops high performers. Our team values relationships, innovation, dedication, initiative, and growth. We believe fostering a collaborative “One Team” mentality yields superior outcomes in everything we do. We customize our technical capabilities and geographic reach to meet our clients where they are and help them realize their vision. We are partners in our clients’ success, driving to provide solutions that make a lasting difference.

Safety, sustainability, and operational excellence are not just facets of our work; they are intrinsic to our identity, guiding every decision we make. We are deeply invested in the communities we serve. Through our projects and giving-back initiatives, we enrich the lives of those we serve, engage others within our industry, and create a lasting impact on communities around the world. To us, success transcends the completion of projects; it is reflected in the lives we have positively impacted by our work.

In 2024, Zweig Group ranked Westwood nationally at #13 and #40, respectively, on its Hot Firms and Best Firms to Work for lists. Zweig also awarded Westwood one national 1st place award for Marketing Excellence. Westwood was recently recognized as #83 in the ENR Top 500 Firms in 2024. The firm consistently ranks on the industry's top 25 lists and receives recognition for its involvement in award-winning projects nationwide.