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Job Title: Project Assistant
Job Location: Wallingford, CT
Job Duration: 6 month + Contract
We are looking for a candidate who appreciates being organized, has the ability to handle multiple tasks of various difficulties, and ability to manage documents to help move critical projects forward through use of electronic software tools (Excel, Microsoft Word, Power Point, Business Development Databases, and accounting software) 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 management.
Duties may include:
Keep and maintain project files, Creating, updating and closing projects in our accounting software, including project attributes, work breakdown structures, project agreements/funding, cost/revenue budgets, and billing attributes, maintain financial trackers for all active projects, including project contract values, project funding, expended to date values, balance remaining values, and percent of work completed, as well as individually tracking payment of each invoice and net balance due, Coordinate with Billing Analyst on an ongoing basis to ensure timely invoicing of active projects, including reviewing invoices for accurate invoice amounts, bill rates, billed-to-date figures, and project identifiers, 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;; 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; Coordinating manhour projections and updating projections with actual hours per person; Coordinating biweekly report updates and consolidating; Track and Update the status of opportunities in our software; 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; preparing power point presentations. Additional duties as assigned by supervisor to assist in the overall success of the group and company.
Minimum high school diploma + 4 years of experience required OR 2 years' experience with college degree preferred.
An advanced knowledge of Microsoft Word, Excel, Power Point and Adobe Acrobat required.
Excellent planning and organization skills, attention to detail, communication skills and ability to handle multiple tasks from multiple people.
Prior experience with an AE firm with exposure to financial tracking is preferred.
Utility background a plus.
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