Project Assistant

Description

• Budget Monitoring: Assist with tracking budgets and controlling project costs.
• Communication: Act as a central point of contact for project updates and correspondence, both internally and externally.
• Project Management Support: Assist in maintaining project management plans, conduct weekly project reviews, and ensure action items are followed up.
• Contract Review: Work with General Counsel to review client contracts and related agreements, ensuring proper contract/insurance documentation.
• Meeting Coordination: Schedule and confirm meetings with clients, subconsultants, and vendors; prepare and distribute meeting documentation.
• Reporting: Prepare reports, charts, and spreadsheets as needed, and assist with the preparation of write-off and variance memos.
• Billing and Invoicing: Support billing, calculate applicable taxes, review invoices, and manage A/R and WIP reserves.
• Webinars & Presentations: Set up and manage webinars, as well as presentation software for client meetings.
• Project Setup: Enter and maintain project data in BST and Project Setup Portal, including staffing, rate changes, and amendments.
• Subcontractor Coordination: Prepare subconsultant agreements and track insurance certificates and payment statuses.

Requirements

• Proficiency in Microsoft Office, Adobe Acrobat, accounting software (BST10 preferred), MS Project, and Crystal Reports.
• Bachelor’s degree or equivalent experience, with a minimum of 5 years of relevant experience in project assistance, accounting, contract administration, or executive support within an engineering or professional services firm.
• Ability to work independently and as part of a team, collaborating with Project Managers, Finance, and other departments.
• Familiarity with project management tools (e.g., Excel, PlanTrax) is a plus.
• Strong communication skills, both written and verbal, with the ability to interact professionally at all levels.
• Knowledge of project management methodologies and the ability to follow established procedures and guidelines.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance