Summary:
The Project Administrative Assistant provides administrative, documentation, and project tracking support to the Project Management team. This position is responsible for maintaining project records, managing project lists, coordinating document control processes, and ensuring accurate and timely project information is available to internal and external stakeholders.
This position serves as a central resource for project documentation and administrative support, helping ensure project data is organized, current, and compliant with company standards. This role enables project managers and technical staff to focus on project execution by maintaining project records, tracking deliverables, and supporting day-to-day project administration activities.
Accountabilities:
- Uphold the Select Engineering Core Values: Integrity, Honesty, Teamwork, and Quality
- Maintain and update project tracking logs, project lists, and project management databases
- Create, organize, and maintain project files and records in accordance with company standards
- Support project setup, project closeout, and document retention processes
- Ensure project documentation is complete, accurate, and properly filed
- Maintain document version control and ensure latest revisions are filed and accessible
- Track project deliverables, deadlines, and milestone dates
- Prepare and distribute project reports, status summaries, and documentation packages
- Coordinate document reviews, approvals, and transmittals with stakeholders
- Maintain project-related correspondence and records
- Schedule, attend, and coordinate internal and external project meetings
- Prepare agendas, record meeting minutes, and distribute action items
- Assist project managers and project team members with administrative support as requested
- Coordinate project communications among team members and stakeholders
- Identify discrepancies in project records and resolve issues with project managers
- Perform other duties as assigned by the Director of Project Management
- Ensure team members have the tools, supplies, and information needed to execute tasks on time.
- Process expense reports.
Behaviors, Abilities, Skills, and Knowledge:
- Perform at the highest level of accuracy and professionalism
- High capability to manage multiple tasks, prioritize conflicting deadlines, and adapt quickly in a fast-paced environment
- Ability to work independently, be self-motivated and energetic Experience tracking timelines and managing team schedules
- Exceptional verbal and written communication are critical to act as the liaison between the project manager, team members, and clients
- Ability to meet strict deadlines and stay calm under pressure.
- Strong working knowledge of project management and construction software (Primavera P6, Procore, Bluebeam, or MS Project) and MS Office suite.
- Ability to proactively evaluate problems and propose practical solutions
- Demonstrate excellent organizational and time-management skills
Experience/Education Requirements:
- Bachelor’s degree in Business Administration, Management, or a closely related field.
- 2 - 5 years of experience in project coordination, project administration, or construction management.
Operational Requirements:
- Sitting at a computer for up to eight (9) hours or longer per day in an office
- Ability to communicate clearly, professionally and diplomatically, both verbally and in writing
- Ability to lift, push, and/or pull 50 pounds
- Ability to handle multiple things at once; i.e. telephones, greet customers, etc.
- Ability to sort and distribute mail
- Must be safety conscious
- Must have legal driver license for at least a passenger car and light truck
- Must be able to drive a car or light truck
- Must be able to operate a cellular phone
- Must be able to read, compose, and understand complex documents in English
- Must be able to be clearly understood in person and over the phone in English
- Must be able to create easily understandable, professional, and accurate documents and e-mails
We are an at-will and an equal-opportunity employer. We perform drug testing and background checks on all employees.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
