Project Manager Assistant

Description

• Act as primary point of contact for facilitating administration activities including tracking and logging Requests for Information, submittals, document management and control, project controls and similar actions.
• Coding of invoices and expense reports. Includes correspondence with subconsultants/vendors and project accountants on revisions of invoices, as necessary.
• Work with Project Technical Leads, Project Managers, and Business Unit Leadership to track, analyze, and keep project financials in order.
• Assist PMs with ISO9001 Quality Management System compliance and internal/external project audits.
• Processing subcontracts, insurance requirements and accounts receivables/payables.
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files.
• Develop a working knowledge of Oracle PM Dashboard.
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools.
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned.
• Routinely perform administrative support functions such as document production, editing and formatting; manage and maintain project files; coordinating travel arrangements; employee expense reports, file management, project invoice coding, etc.
• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle and follow up with PM’s and client contacts and subconsultants as directed.

Requirements

• Ability to quickly learn new software applications to improve speed in delivering final product.
• Display a high level of precision when approaching tasks and projects.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices.
• Proven ability to multitask and prioritize in a fastpaced environment, with flexibility to juggle numerous work assignments simultaneously in a rapidly changing environment.
• Ability to receive and work with necessary information in various formats (i.e., via reports, spreadsheets, emails, team and client meetings, project schedules).
• Strong command of the English language in documentation with excellent written and verbal communication skills.
• Experience in professional A/E industry is preferred
• Minimum of two (2) years of relevant work experience.
• Must possess a high degree of confidentiality.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance