Project Support Specialist

Description

The Project Support Specialist is responsible for supporting the project executive in the delivery of capital projects and consulting. This position requires a high level of organization and discretion, attention to detail and ability to handle a fast-paced environment. The position duties include but are not limited to managing all project financial and budget commitment and invoice processing including reviewing these documents and processing them through our client’s financial systems. The position requires a great deal of interface with a variety of external project team members and clients. Duties also include ensuring that all project commitments and expenses are tracked accurately in eBuilder (budget management system) and that eBuilder records are consistent with the client’s financial reporting system.

• Work with the Project Executive(s) to receive and review all project invoices.
• Monitors electronic and paper file systems to ensure they are maintained as required for project.
• Assists Project Executive with the preparation and dissemination of work plans and project documents, including procedures, proposals, progress reports and presentations.
• Review all construction pay applications.
• Ensure that certificates of insurance are on file and current for all contracts that the owner holds directly. As insurance terms near their expiration, follow up with the appropriate vendor(s) to obtain new certificates of insurance.
• Facilitate meetings, coordinate project resources, and disseminate meeting minutes and project information as required by Project Executive.
• Work with the Project Executive(s) to receive and review all project cost quotes / proposals.
• Supports administrative team functions to include but not limited to, copying and collating manuals, providing assistance and document development and formatting.
• Assists project team with the implementation and utilization of eBuilder.This includes data work within cost management, report production, and quality control within eBuilder.Specifically:
• Work with the Project Executive(s) to maintain cash flow.
• Assists the project team with ensuring that all contractual insurance required by the client is in place. Specifically:
• Entry of commitments and invoices to facilitate creation of project budgets and dashboard reports.
• Maintain all appropriate logs associated with pay application process.
• Monthly reconciliations of eBuilder to client’s reports to ensure there are no discrepancies.
• Maintain regular communication with the client’s procurement & accounts payable teams to ensure that the project is meeting the administrative needs of the client.
• Assists project team with managing monthly pay application process.Specifically:
• Ensures adherence with the Company’s policies and procedure manuals including the Facility Development Project Manual.

Requirements

The incumbent must have good communication skills, both written and oral and the ability to work effectively with a variety of client leaders and staff as well as with project vendors, consultants and contractors. The incumbent must be a self-starter and possess the ability to work under pressure and handle a wide variety of activities and confidential matters with discretion.

• Strong oral and written communication skills with an ability to effectively communicate at all levels of management.
• Bookkeeping experience with an aptitude for understanding the use of budgets, payables and receivables is preferred.
• High school diploma required; a bachelor's degree in a related discipline preferred or a minimum of 4 years of experience in office administration or accounting. Work experience in design, construction, architecture, and engineering firms a plus.
• Must have strong organizational and communication skills with ability to handle a large volume of assignments.

Benefits

Consider a career with Hammes if you are interested in being a part of a dynamic and entrepreneurial environment! We have been recognized as one of the Best Places to Work in Healthcare by Modern Healthcare and one of the Best Places to Work in Money Management by Pensions & Investments.

Training + Development

Interview process

Visa Sponsorship

Security clearance