The Assistant Project Specialist plays a key role in supporting the successful execution of engineering-related projects by collaborating with both internal and external project leadership. This includes assisting with client communication, monitoring financial health, and managing project scheduling systems throughout the project lifecycle. The role is focused on coordinating with internal project management teams to ensure project needs are met within established budgets and timelines.
By organizing and driving team deliverables, fostering clear communication, and ensuring thorough documentation and reporting, the Assistant Project Specialist brings consistency and structure to project execution. This position is responsible for supporting project planning and implementing detailed processes to ensure smooth progress. The Assistant Project Specialist will proactively communicate with a wide range of stakeholders, including the project team, client representatives, vendors, suppliers, and subcontractors, to ensure alignment and successful project development and execution.
Responsibilities
Assist with identifying, entering, monitoring, and analyzing key project needs, deliverables, and milestones using internal software, while supporting the preparation of monthly progress reports that detail action items and updates.
Plan, coordinate, and facilitate both on-site and off-site meetings to ensure effective collaboration and project progress.
Ensure accuracy and compliance with project requirements by reviewing bills, invoices, trip tickets, and expense reports, and processing them promptly.
Support various data entry tasks for projects, including processing change orders, updating cost reports, and overseeing accounts payable, including coding, approvals, and payments using the appropriate accounting application. Additionally, assist with preparing reports, specifications, and meeting all client deliverables.
Assist with entering and updating project scheduling information to maintain alignment with project timelines.
Assist the project team in identifying and addressing key issues impacting the timeline, cost, and/or design of a project
Assist with the maintenance of the budget tracking system and reporting project status.
Aid in the creation of new projects in project management software and provide daily reports and workflow updates to project and management leadership.
Coordinate required training programs and track training records for project personnel, working closely with the corporate training department to ensure compliance with project requirements.
Update Standard Operating Procedures (SOPs) and mentor new Employee Owners (EOs) and Contingent Workers (CWKs) on best practices, methods, and project processes, fostering future success for individuals, clients, and the company.
Skills
Experience with one or more cost management systems preferred.
Ability to work independently, think creatively and analytically and make quick and sound decisions.
Strong problem-solving skills.
Strong organizational skills, attention to detail, verbal and written communication skills and ability to handle multiple tasks.
Demonstrated ability to communicate with all levels within an organization.
Ability to track and follow up on multiple items with various timelines.
Knowledge of Microsoft Word, Excel, Adobe and/or Bluebeam, and PowerPoint is required.
Basic knowledge of SharePoint, customer relationship management software and Microsoft Teams preferred.
Performs other duties as assigned and complies with all company policies and standards
Requirements
Education:
Bachelor's degree in business, Accounting, Communications, Construction Management, or a related field (Required)
OR Associate degree with 2 years of relevant experience (Required)
OR High School Diploma/GED with 4 years of related experience (Required)
Preferred:
Minimum GPA of 3.0
Involvement in campus activities or community service is preferred
Additional Requirements:
Candidates must be legally authorized to work permanently in the country where this position is located (i.e., without time limitations, restrictions, or the need for work sponsorship)
EEO/Minorities/Females/Disabled/Veterans encouraged to apply