The right candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment. You should be comfortable coordinating schedules, tracking project documentation, preparing reports, processing project-related information, and ensuring tasks are completed accurately and on time.
In this role, you'll provide administrative and project support to engineering teams, assist with project setup and closeout activities, maintain project records, coordinate meetings and deliverables, and help keep projects aligned with schedules and client requirements. You'll work closely with engineers, project managers, clients, and other internal departments to support successful project execution.
Position Summary:
The Project Assistant is responsible to support engineering teams to execute projects through administrative duties such as creation and maintenance of project documentation and reports, project setup, and proposal creation. Works closely with the project teams they support to ensure information relevant to their areas is delivered and updated continuously.
Duties and Responsibilities:
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Prepare and maintain project specific documents such as correspondence, meeting minutes, reports, contracts, proposals, specifications, etc.
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Work with project managers and project teams to schedule meetings, develop agendas, and distribute meeting minutes
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Responsible for working with project and team members to keep updated documentation of outstanding questions, project requirements, actions items, RFI’s, submittals, etc. up to date on a weekly basis. Work with project managers and team leads as needed to develop and update project task backlogs
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Complete transmittal forms, secure office copy of all documents and transmit material to the client for contractor’s material requests. Contractor material requests will be reviewed by the engineer on the project.
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Ensure quality and uniformity of appearance of reports, specifications, etc. through detailed review
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In coordination with the Project Administrator, ensure professional licenses, certificates, memberships, badges, and affiliations are current.
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Maintain on-line Vendor/Contractor Management service accounts.
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Perform general clerical duties to include but not limited to photocopying, faxing, filing, and phone use as necessary
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Archive dormant project files along with project closeout
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Other projects and responsibilities may be added at the company’s discretion
Special Knowledge, skills and abilities:
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Proficient with office operating systems such as Vantagepoint, Bluebeam, Microsoft Office Suite
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High degree of organization and accountability
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Strong attention to detail
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Ability to learn additional software quickly
Education and Experience:
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Minimum two (2) years’ experience working with professionals in an office environment.
License and Certification:
Work Environment:
PEC values a healthy work-life balance, and we focus on working efficiently and collaboratively to ensure quality and productive work as well as quality time away from the office. The work environment is business casual, friendly, respectful, and team oriented with daily peer interactions regarding work progress, client needs and project-specific technical issues. We strive to create an enjoyable work environment with support and opportunities for positive career growth. Much of the work will be conducted within an office setting with frequent sitting, reaching and manipulation of objects, tools and/or controls. The position requires mobility. Duties involved require moving materials that weigh up to 10 pounds on a regular basis and up to 25 pounds on an occasional basis. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines. At times, bending, reaching, standing, and walking may be required.
Supervisory Responsibilities:
PEC is an AA/EEO/Veteran/Disabled employer.
