Project Assistant –
Provides assistance to the Engineering Team including performing activities to ensure that goals and objectives of projects are accomplished and the team is supported on their needs as they arise.
General administrative support for other departments that will included but not limited to:
Office Coordination:
• Provide direct administrative and clerical support to Project Managers and Engineers as assigned to include (not limited to): filing, copying, collating, organizing, draft correspondence, etc.
• Assist with marketing information as requested
• Assist the Discipline Leads, and Project Managers with proposal packages, and all bid documents
• Coordinate with global offices and clients providing prompt, professional, and courteous support via phone, e-mail, internet systems, or in person
• Arrange meetings, conference calls, and events by arranging for facilities and caterer, issuing information or invitations, coordinating participants, and taking minutes as necessary
Project Set Up:
• Set Up Project Assignment
• Create new job files as directed by PM (Files, Folders, Binders)
• File Contracts and Purchase orders
Project Administration:
• Word processing formatting, reproduction and coordination of required signatures and preparing packages for shipment
• Perform document control activities including proper recording of issued and received documents maintaining document control logs
• Upload and download information and notify interest parties within the office, clients and other participants
• Assist in creating schedules using MS Project and managing staff schedules including coordination with project managers and updating staff management system
• Support project manager with cost projection and staff forecasting
• Ensure compliance of processes (ISO system) and projects requirements
• Liaison within engineering team obtaining project updates and preparing status reports
• Coordinate field assignments including plans and itineraries, compiling documents for travel-related meetings, and coordinating visas
• Available to work flexible hours as work load requires
Qualifications:
• Initiative and ability to work with little direct supervision
• Strong organizational ad administration skills
• Ability to communicate effectively and at a number of different levels and methods
• Ability to work under pressure and to maintain deadlines
• Ability to work as part as of a team
Education/Experience:
Minimum requirement: High school diploma or general education degree (GED) and four years related experience and/or training; or equivalent combination of education and experience.
Computer Skills:
Computer proficient with MS Office applications (Excel, Windows, Outlook, etc.), Adobe and MS Project
Desired Skills and Experience
Spanish or Portuguese are a plus
Math and Reasoning Ability:
Ability to learn new software, processes and procedures. Must have good solid math abilities in basic calculations.
Certificates and Licenses:
No certifications needed
Supervisory Responsibilities:
This job has no supervisory responsibilities.
Work Environment:
Office environment with possible errand duties. Expected to be pivotal team member with frequent face to face interaction with entire team. Should be able to lift up to 20 pounds without assistance.
Apply on-line at https://home.eease.adp.com/recruit/?id=14788271