Project Management Assistant I

Position Summary: This position will provide support to Project Managers and Deputy Project Managers throughout the project lifecycle (marketing, pre-contractual documents, contract agreement, budgeting, contract administration, invoicing, closeout/archive, etc.). Provide contractual, financial, and administrative support to multiple departments. Project management and financial assistance related to contractual management including preparation of redistribution of contract and task funds, price proposals, task proposals, closeout letters, and budgets, and coordination of contract agreements, subconsultant agreements, insurances. Understand each client's contractual and financial requirements.

Essential Functions and Responsibilities

• Assist Project Managers and Deputy Project Managers in contract/project administration and management, which may include the following: coordination of pre-contractual and contractual documents with Legal or Administrative Assistant, and preparation of price proposals, fee/task proposals, correspondence, funds reallocation requests, and other project-related documentation for submission to clients

• Continuously track and monitor progress, schedules, and coordination of activities on multiple contracts/projects and budgets

• Work closely with Project Managers, Deputy Project Managers, and Accounting & Finance Department to communicate the status of action items

• Review subconsultant invoices against contractual documents and project budgets

• Prepare progress reports

• Tracks subconsultant agreements and contract renewals, unbilled and unpaid invoices, and contractual obligations to meet minority goal

• Update task tabulations spreadsheets and other contract/project performance tracking spreadsheets

• Utilize Power BI project reports for contract and task performance and budget tracking

• Edit, format and finalize specifications and reports for submission to clients

Nonessential or Additional Functions and Responsibilities

• Create, edit and distribute conference/meeting notes

• Conduct daily tracking of project deliverables to ensure timely processing

• Perform other related duties as assigned

• High School Diploma or equivalency and 4 years of relevant experience

OR

• Associate's degree in business administration, Business Management, Construction Management or a related field and 2 years of relevant experience

OR

• Bachelor's degree in business administration, Business Management, Construction Management or a related field

• Proficient in Microsoft 365 (Word, Excel, Outlook, SharePoint, Teams, PowerPoint)

• Proficient written and verbal communication skills

• Good team-player

• Understands financial acumen

Preferred Experience

• Excellent organizational and time management skills

• Attention to detail and efficiency

• Demonstrated ability to function independently / self-starter

• Demonstrated ability to multitask and perform well in a fast-paced environment

Working Conditions

Work is performed within a general office environment. Work is generally sedentary in nature but may require occasional standing and walking. Lighting and temperature are adequate and there are no hazardous or unpleasant conditions caused by noise, dust, etc. within the office environment.