Project Assistant I/II/III - AGL

Summary:

The Project Assistant provides project and administrative support to facilitate the planning, coordinating, scheduling, and cost accounting of Federal/Private construction and environmental remediation contracts to ensure that the goals/objectives of projects are accomplished within a prescribed time frame and funding parameters. Coordinate/perform administrative and logistical support services for a specific person or group (i.e., company executive, division, department, etc.).

The salary range for this position is $27.81/hour-$94,840/year, please note this is a tiered position.

Essential Duties and Responsibilities: (including but not limited to)

• Coordinate arrangements of travel, hotel, car reservations, and preparation of itineraries with the appropriate travel staff.
• Compose and/or edit letters, memos, reports, procedures, etc., as required by the Project Manager/Project Staff for signature/approval.
• Act as a liaison between the Project Manager/Project Staff and others, such as other departments, external contacts, clients, etc. May be required to arrange meetings, clarify and resolve problems, coordinate work, and maintain working relationships.
• Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor's authorization.
• Prepare invoices, special reports, statistical analysis, etc. per supervisor's request.
• Perform project-related research, development, and/or interpretation of data with little supervision or instruction.
• Assist senior staff members in coding, purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for input into the cost collection system.
• Maintain records through filing, retrieval, retention, storage, compilation, coding, updating, and purging.
• Review field crew time sheets for accurate project coding, labor categories, and time collection; process per diem based on contract accepted rates; and process and code weekly expense reports.
• Coordinate delivery requirements with vendor and supervisor. Interface with PMs, accounting, and vendors to clarify invoice problems, prepare back charges, etc.
• Assist with Accounts Payable and Accounts Receivable.
• Assist with procuring services and supplies.
• Perform any other duties as assigned by management.

 

Level Specific Responsibilities: (may include but not limited to)

Level – I

• Provide client assistance to project managers
• Engage program and project managers for task assignments
• Execute assigned tasks in accordance with work plans and direction from higher-level staff

 

Level – II

• Provide client assistance to project managers
• Engage program and project managers for task assignments
• Execute assigned tasks in accordance with work plans and direction from higher-level staff;
• Project assistance to program and project managers; schedule and budget on assigned tasks

 

Level – III

• Provide client assistance to project managers
• Engage program and project managers for task assignments
• Execute assigned tasks in accordance with work plans and direction from higher-level staff
• Project assistance to program and project managers
• Schedule and budget on assigned tasks
• Assist with task order and project bid proposals

 

Minimum Qualifications:

All levels:

• High School Diploma or equivalent
• Proficient computer skills using Microsoft Office Suite including Word, Excel, and Outlook
• Working knowledge of construction and environmental industries
• Exceptional attention to detail with proven interpersonal skills
• Solid knowledge of general office procedures and equipment
• Solid knowledge of converting paper data into a computerized form, keeping integrity intact
• Working knowledge of bookkeeping tasks
• Strong organizational skills and the ability to independently prioritize workload and tasks to optimize production

 

 Level - I

• One (1) to Three (3) years of relevant working experience, specialized training and/or a degree may be substituted for work experience

 

Level - II

• Three (3) to Five (5) years of relevant working experience, specialized training and/or a degree may be substituted for work experience
• Knowledge of cost plus accounting, PIEE, and RMS