Project Assistant

  • Kansas City, Kansas, United States
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Project Assistant

We are seeking a detail-oriented, motivated, and proactive Project Assistant to support our Kansas Division team. This position will be a key member of our team, working closely with our leadership team and collaborating closely with our Project Managers to oversee and manage projects along with assisting with various division administrative tasks. This role requires strong organizational skills, the ability to multitask, and a proactive approach to ensuring the smooth execution of projects from start to finish. 

If you are a motivated and experienced professional seeking an exciting opportunity to grow your career in the civil engineering industry, we encourage you to apply.

Location

This position will report to our Kansas City office at least 4 days a week.

The Impact You Will Have
  • Provide administrative support to the project team, including project managers and engineers
  • Monitor project budget, scope, and schedule estimates in VantagePoint
  • Maintain and organize project files, both digital and physical, ensuring accurate and up-to-date records
  • Monitor project timelines and help ensure deadlines are met by tracking deliverables and milestones
  • Coordinate meetings, including scheduling, preparing agendas, and taking minutes
  • Assist in managing project budgets by tracking expenses and invoices, and preparing reports as needed
  • Communicate with subcontractors, suppliers, and clients to ensure timely and effective project execution
  • Help prepare presentations and reports for project reviews and client meetings
  • Track project progress and provide status updates to the project manager and stakeholders
  • Perform other administrative duties as assigned by the project manager
  • Perform project reporting and other project file-related practices
  • Travel to other division offices as needed. (90% KC office, 10% other offices)
  • Assist division with making arrangements for upcoming meetings and events
  • Coordinate and manage travel arrangements as needed
  • Prepare and review project correspondence and reports
  • Assist with new employee on-boarding duties
  • Manage pool vehicle inventory and schedule/coordinate service as needed
  • Complete necessary project initiation and compliance forms
  • Work with PM and accounting on invoicing and collections
  • Ensure compliance with quality guidelines and procedures
What We Are Looking For
  • Excellent written and oral communication, interpersonal skills, and aptitude with MS Office, PDF, and other productivity software
  • HS diploma required, Associates degree or higher preferred
  • Previous experience in Deltek Vantagepoint or similar project management software preferred
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Teams, Outlook)
  • Strong attention to detail with the ability to prioritize tasks and manage time effectively
  • Experience working in the A/E/C or Professional Services preferred
  • Aptitude to work independently as well as in a professional office environment

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