Project Assistant

General Responsibilities:

Provide project delivery support including document control and administration, project tracking, project quality and consistency, and drafting communications resulting in great client experience.

Essential Roles and Responsibilities:

• Assist project/program manager with resource management and resource assignment.
• Partner with financial analysts/ accountants to collect and enter information to support tracking of project/program details including timelines, budgets, timelines/schedules, proposals, contracts, deliverable dates, etc. in applicable process systems.
• Assist the project team with drafting report deliverables and proposal deliverables.
• Partner with financial analysts/ accountants and project team with fee estimate and change order management.
• Perform data entry or updates to documentation & systems including TerraNet and CRM.
• Partner with financial analysts/ accountants and the project team to support management of project Work in Progress (WIP), invoicing and Accounts Receivable (AR).
• Answer questions by Operations on Terracon client programs and system use.

Dispatch

• Answer and manage incoming communications (calls, emails, texts) and dispatch equipment and/or employees with appropriate skills or certifications to precise locations at necessary times.
• Learn to prioritize projects and manage logistics according to urgency and importance, utilizing negotiation skills when conflicts arise.
• Relay information and instruction to employees, their managers, and other project stakeholders (client, contractors, etc.) as appropriate.
• As the hub for the department, maintain communication with field units to coordinate and prioritize schedules.
• Dispatch in an incident and injury free manner consistent with Terracon's guidelines to keep the care and concern of employees a priority.
• Communicate effectively with customers, employees, and leaders.
• Develop negotiation strategies to manage resource conflicts among employees, clients and office/regional leadership team.
• Use materials dashboard, CMELMS and other tools to effectively distribute employees and balance workload.
• Support other office duties, if needed, and work with others to meet deadlines.
• Follow safety rules and practices and other safety requirements for all projects. Performs pre-task planning prior to executing work. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.
• Document Control
• Provide document control for projects per established processes to ensure adherence to quality standards and project and program requirements.
• Provide administrative support to project team supporting Operations, National Accounts or Sectors.
• Update and maintain project/program details in spreadsheets or other appropriate tracking systems including timelines, budgets, schedules, proposals, deliverable dates, etc.
• Project Delivery Support
• Provide updates to project/program team leaders on client deliverables and status of projects, including subtask timelines and deliverable dates including financials (provided by financial analysts/ accountants) or other areas as needed.
• Assist with updates to TerraNet and/or CRM.
• Partner with financial analysts/ accountants to support proposal and project registration setup as needed.
• Assist with updates to Program Manual or related documents.
• Assist project/program leadership with client communication plans.
• Assist with tracking and communicate project milestones to project team.
• Prepare specific written report sections and associated drawings and attachments.
• Partner with financial analysts/ accountants and the project team to draft proposals and fee estimate for standard or routine projects.
• Draft, track and maintain project change orders.
• Partner with financial analysts/ accountants and the project team to perform project registration and invoicing tasks, as needed.
• Maintain inventory of contracts for each project including status and ensuring signed contract is on file.
• Prepare request for information responses regarding design changes, as directed.
• Assist with utility locating services and clearances, as directed.
• Perform other engineering support tasks including development of drawings and directives for proposed boring and test pit locations and plans, preparation of boring and test pit logs and coordination of drilling, and field classification of soil and rock samples, as directed.
• Schedule and communicate with the client regarding project report status and delivery schedule.
• Compass Delivery Focus
• Maintains and updates project-level Compass, as applicable.
• Provides training and coaching to operational project managers and team members on the use and applicability of Compass to enhance the Client Experience.
• General
• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements:

• High school diploma and a minimum of 2 years' related experience.

• Associate or bachelor's degree in related field preferred.

• Fluent in Microsoft Office applications.

• A valid driver's license with acceptable violation history may be required.