Project Assistant
Talascend is seeking a professional, skilled individual for our Project Assistant position located in Austin, TX.
Summary:
We are looking to expand our team with a proactive assistant to work with our project managers, tracking the performance of projects; assisting in managing project financials; and contributing to the successful execution of projects. If you are an aspiring project manager or take pride in supporting others in managing projects, welcome home to a team that will appreciate your ambition and provide you with the tools and resources to support engineering and construction projects. Working closely with an experienced project controls lead, this position will lead general administrative support for critical infrastructure projects in the communities we serve.
- Assist Project Manager in preparation of client contracts and sub-contracts, including facilitating contract reviews by coordinating with internal departments, such as Legal, Insurance, Purchasing, and Safety.
- Manage project set-up in corporate Management Information System
- Organize and maintain project files, filing system and project communications. Update record copies, engineering project documentation and changes.
- Facilitate the dissemination of information to vendors, subconsultants, clients and project teams as part of the overall communications and project management process; type memos, correspondence, reports and other documents as requested; record minutes from Project Manager/team meetings; and prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, and other programs.
- Coordinate travel arrangements and any other internal services for various project needs.
- Monitor project deadlines and benchmarks; track project status and produce monthly progress reports; and support presentation of monthly progress reports covering action items and progress updates.
- Run reports to communicate project financials and status to PM and team; collaborate with PM to make monthly adjustments as needed. Compose project cost forecast updates.
- Assist in planning, scheduling and facilitating on-site and off-site meetings for projects. This may include project orientation and training, stakeholder meetings, team meetings, client meetings, periodic reviews, etc.
- Coordinate the required training programs and records for project personnel in conjunction with the corporate training department and project requirements to ensure compliance.
- In collaboration with corporate Accounting Department, verify accuracy and compliance with project requirements of invoices, trip tickets and expense reports and process items in a timely manner. Coordinate with subconsultants to facilitate billing. Track payments and support timely payments and resolution of unpaid invoices.
- Assist in clerical needs on projects; Order and maintain supplies; Develop procedures pertaining to internal project requirements.
- Assist managers in completing expense reports.
- Administer project closeout activities.
- Perform other duties as assigned.
- Comply with all policies and standards.
Requirements:
- High School Diploma/GED required.
- Applicable office/clerical experience is required.
- Proficient in Microsoft Word, Excel, Access and PowerPoint required.
We thank all applicants for their interest. However, only those qualified individuals who closely meet the qualifications of the position will be contacted. The details of the position are only a summary, other duties may be assigned as necessary.
Background Check and Drug Screen may be required.
Talascend is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.