Project Assistant

Project Assistant

Location: Rhine Ordnance Barracks Medical Center (Weilerbach, Germany)

Employment Class:    Full-time Regular

FLSA Classification:    Exempt – Salaried

***Position is contingent upon award of contract.

Position Summary

1 Prospect Technologies, LLC is seeking a Project Assistant to provide support services onsite at Rhine Ordnance Barracks Medical Center in Weilerbach, Germany. In preparation to bid on this contract, we seek qualified candidates willing to be included in our proposal as interested and skilled individuals. 

Essential Duties & Responsibilities: 

• Ensure filing systems for all digital and hard copy project historic documentation, design submittals including drawing sets, vendor and contractor product and service documentation, and construction material and sample submittals are maintained and up to date. Define procedures for record retention in accordance with government regulations and policies. Ensure timely access to filed materials for the project team. Ensure the protection and security of files and records. Ensure effective transfer of files and records when required. Transfer and dispose of records according to government-mandated retention schedules and policies.
• Coordinate and set up internal and external office meetings. Establish and/or distribute meeting agendas, minutes, and other required records.
• Coordinate and lead weekly office staff synchronization meetings, including developing and presenting near-term office meetings, milestones, and travel schedules.
• Coordinate and set up project meetings with US and German Agents, user groups, and/or contractors to monitor and document project developments, facilitate audio/visual support, conduct simultaneous translation when needed, and generate meeting minutes.
• Provide German translation support to augment Agent translation services on occasion to meet schedule demands, with written communications to include meeting documentation, design submittals, and project news articles, and oral communications to include teleconference and meeting simultaneous translation to assist the office staff as needed.
• Generate and maintain an office Standard Operating Procedure (SOP) per DHA/HFPA directives for office staff reference and new staff orientation.
• Coordinate security/base access, make travel and lodging arrangements, and develop and coordinate travel itineraries and agendas for official visitors/meetings.
• Produce various documents to include multiple reports using government-provided software while working from handwritten draft, edited copy, or electronic files. Ensure documents are in proper format and that spelling and grammar have been verified. Store, retrieve, and print a variety of documents, include those requiring complex formats, such as graphics, tables, or spreadsheets within text. Verify arithmetical accuracy of tables and spreadsheets prior to release. Reproduce, assemble, and distribute completed documents, presentations, and reports.
• Work with government personnel to establish office supply/equipment processes and procedures. Maintain and replenish supply inventory (after obtaining approval from the government representative) and anticipate needed supplies. Prepare supply/equipment orders in accordance with government policies and regulations so that all supplies are on hand and no shortages occur. Order all supplies and equipment in accordance with directives coordinated through HFPA and the Program Manager, and verify receipt of supplies and equipment. Ensure appropriate equipment is picked up from the property book.
• Work with office and government personnel to support DHFPO-E operations regarding key control, building, and IM/IT work order requests and resolution. Establish pathways for rapid resolution of requests for support of access requirements, building repairs, and communication system repairs or upgrades.
• Maintain the Program/Project Office's monthly calendar of events, recurring meetings, and scheduled leaves for all personnel. Provide HFPA Headquarters with an updated personnel roster quarterly (or whenever personnel changes occur) and keep the Program/Project Office apprised of changes to HFPA’s Headquarters and DHA Facilities Enterprise (FE) personnel roster.
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