Project Assistant

Job Overview:

Performs a variety of administrative data management and document management duties at all levels of complexity requiring a thorough knowledge and understanding of the project's functions, policies, systems, procedures and objectives. Plans and coordinates administrative projects. Demonstrates independent judgment, discretion and tact in performance of duties. This position typically works under minimal supervision and direction.

Key Responsibilities/Accountabilities:

• Provides administrative data and document management at all levels of complexity for Project and Program Mangers.
• Monitors, follows up and advises on the status of pending items, schedules, deadlines and requests.
• Takes initiative to investigate and resolve administrative issues and problems, gather necessary information, contact appropriate personnel, and make recommendations for implementation.
• Plans and coordinates administrative projects and serves on cross-functional teams as assigned.
• Sets up and coordinates meetings and appointments as needed.
• Prepares and compiles information and materials needed for meetings or as requested.
• Composes correspondence on own initiative regarding administrative matters.
• Formats and prepares documents and presentations.
• Arranges for proper approvals for documents.
• Supports projects with P-Card purchases and reconciles expenses.
• Reviews and processes invoices to ensure accuracy and timely payments.
• Initiates travel arrangements and processes related expense reports as needed
• Develops and documents administrative procedures for assigned functional areas.
• Maintains files, correspondence, and reports to facilitate retrieval.
• Communicates with high level contacts within and outside the Company including executives and customers.
• May attend meetings, record proceedings and prepare and distribute meeting information.
• Advises and provides guidance to other administrative personnel regarding procedures and practices.

 

Basic Qualifications:

• 3+ years of administrative experience.
• Advanced office organization and excellent interpersonal skills.
• Prior responsibility for handling and maintaining proprietary and/or confidential data.
• Proficient with a wide variety of office equipment.
• Proficient with Microsoft Office programs including Word, Excel, Outlook and Teams software.
• Advanced knowledge of Concur desired.
• Must be able to exercise tact, diplomacy, discretion and judgment in communications with all levels of employees and outside contacts.
• Ability to follow written and verbal directions.
• Ability to solve problems and work independently.
• Ability to perform administrative work requiring a high degree of accuracy.
• Able to prioritize work, complete multiple tasks and work under deadlines.
• Ability to work at a computer for extended periods of time.
• Must demonstrate tactfulness and good interpersonal skills in dealings with others.
• Excellent oral and written communication skills.
• #LI-ONSITE

 

ABOUT APTIM
APTIM is committed to accelerating the transition toward a clean and efficient energy economy, building a sustainable future for our communities and natural world, and creating a more inclusive and equitable environment that celebrates the diversity of our communities. We specialize in environmental, resilience, and sustainability and energy solutions, as well as technical and data solutions, program management, and critical infrastructure. For every challenge our clients face, there is an opportunity for APTIM to innovate a fit-for-purpose solution that will raise your organization or community to a new standard of excellence.

What you can expect from APTIM:

• Work that is worthy of your time and talent
• Respect and flexibility to live a full life at work and at home
• Dogged determination to deliver for our clients and communities
• A voice in making our company better
• Investment into your personal and professional development

 

As of the date of this posting, a good faith estimate of the current pay range for this position is $25 to $29 per hour. Compensation depends on several factors including: experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.

Employee Benefits

Aptim Federal Services is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM