We are looking for an energetic, dynamic person to fill the Project Management Assistant in our Charlotte Office. The Project Management Assistant will assist the Senior Associate of Engineering and Environmental Services, along with Engineering Department Heads and Project Managers within the organization, with project-related administrative tasks including client communication, scheduling, documentation, and coordination. Strong organization, written and verbal communication skills, and an ability to multitask are a must. The Project Management Assistant will provide a support role for task leads and project team staff to assist with document controls, financial tracking tools, progress reports, subconsultant coordination, and meeting scheduling and summaries.
Duties and Responsibilities
- Supports Senior Associate and Department Heads with client communication, including calling, drafting, reviewing, and sending communications on their behalf to clients
- Organizes and prepares for meetings, including gathering documents, attending meetings, and prepares and distributes project meeting minutes
- Assists in preparing project scope and fee proposals
- Prepares project reporting spreadsheets related to financial metrics
- Sets up and maintains project milestone schedules
- Assists in preparing internal and external project progress reports including schedules and cost reports
- Organizes and maintains project documents
- Assists in coordination with subcontractors and subconsultants
- Assists project manager in collecting all required project closeout information
- Performs general administrative duties including answering phones, making copies, and preparing emails
- Assists with expense reports
- Reviews and maintains submittal documents
- Prepares project setup, project billing, and invoicing in Deltek Ajera software
- Compiles technical project quality control and quality assurance (QA/QC) documentation
Qualifications and Skills
- Associates degree from an accredited community college or university.
- 5+ years administrative/project assistant related work experience in an architectural, engineering, consulting office setting. College or other applicable advanced training may substitute for experience on a year-to-year basis.
- Proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint required.
- Proficiency in Adobe Acrobat required.
- Proficiency in Microsoft Project preferred.
- Proficiency in BlueBeam preferred.
- Experience with SharePoint preferred.
- Experience working in A/E/C industry preferred.
- Strong organizational and time management skills.
- Strong oral and written communication skills.
Demonstrated Abilities
Additional Details
- Reports to: Senior Associate of Engineering and Environmental Services
- Utilization Goal: 75%
- Direct reports: None
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