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Project Assistant
Ref No.: 18-05524
Location: La JOlla, California
Description:
We are looking for a candidate who appreciates being organized and managing documents to help move critical projects forward through use of electronic software tools and manual tools, as well as communicating with internal and external team members to discuss project needs and follow up to meet project deadlines. In addition, this position is responsible for performing general administrative office support for project and department management with a focus on document management for multiple managers and projects. Duties may include: Keep and maintain project files; Maintain project e-mail box; Document control - data entry and electronic and manual mark-up of documents to communicate comments; Log, track, and follow up on project documents including correspondence, Requests for Information (RFI's), submittals and shop drawings, etc. and produce monthly progress reports; Coordinate and collaborate on scheduling and assembly of design submittal documents with CWP, drafting, reprographics, mail services for issuing to client; Coordinate and collaborate on receipt, technical and administrative processing, tracking and return of contractor submittals with project team members including internal project manager and team members and external suppliers and clients; learn, adapt and train others on use of tracking tools to be responsive to client's needs and expectations; Facilitate responses to questions regarding projects and research information; Prepare outgoing mailings and labels, including emails and faxes; Organize and maintain filing system; Cross check information for completeness and accuracy; Coordinate client or vendor lunches, including set-up and clean-up; Reserve conference rooms; Coordinate with internal support departments; Project assistance for managers; Help coordinate clerical needs of special projects; Complete weekly timecards; Make copies of printed material. Additional duties as assigned by supervisor to assist in the overall success of the group and company.

Requirements:
Qualifications:
High School degree or equivalent. Minimum four years office/clerical experience or two years college experience. An advanced knowledge of Microsoft Word, Excel, and Adobe Acrobat required. Excellent planning and organization skills, attention to detail, communication skills and ability to handle multiple tasks. Prior experience with an AE firm is preferred./ Utility background a plus