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Assistant Project Specialist

Greenwood Vlg, CO 80112

Posted: 08/23/2023 Employment Type: Contract Job Category: Project Management Job Number: 576478 Is job remote?: No Country: United States

Job Description

  • The Assistant Project Specialist facilitates engineering and construction projects by collaborating with the Project Manager and project team; in providing and presenting administrative project information. This position coordinates both externally and internally with clients and project management for providing solutions in the executions of project and program needs.
  • Facilitates the dissemination of information to vendors, suppliers, clients and project teams as part of the overall communications and project management process.
  • Resolves questions regarding the project; research and provide appropriate answers.
  • Prepare and present meeting notes, presentations and tables utilizing Excel, PowerPoint, Access and other programs.
  • Manage project set-up preparation and compile documentation updates.
  • Monitor projects deadlines and benchmarks and support presentation of monthly progress reports covering action items and progress updates.
  • Plan, coordinate and facilitate on-site and off-site meetings for the project. This may include: project orientation and training, stakeholder meetings, team meetings, periodic reviews, etc.
  • Prepare agendas and task logs for client meetings using word and excel
  • Prepare Project Status Reports (PSR), payment applications and other excel tables for monthly inclusion with invoice to client
  • Schedule meetings with internal staff and client staff
  • Update project labor reports on a weekly basis
  • Read and understand City ordinances and prepare required documents for City Council authorization of contracts and amendments
  • Assist with preparing required documents for project advertisement (design and construction)
  • Assist with preparing contract documents for execution (design and construction)
  • Prepare memos and letters for client review
  • Assist with preparation of subconsultant agreements and work orders
  • Organize and update standard templates and track updates
  • Review invoices submitted by DPs, create pay application, and submit workflow for further review
  • Attend weekly client meetings as well as coordinate with client staff regularly
  • Utilize city data management system (such as e-Builder, Aconex or other)
  • Manage multiple ongoing tasks and deadlines
  • Coordinate the required training programs and records for project personnel in conjunction with the corporate training department and project requirements to ensure compliance.
  • Obtain physical sign off of project documents & maintain electronic and paper files.
  • Verify accuracy and compliance with project requirements of bills/invoices, trip tickets and expense reports and process items in a timely manner.
  • Manage IT resources for project offices and staff by coordinating with internal support departments.
  • Provide follow up reports on ARs and unbilled issues as assigned.
  • Administer project closeout activities.
  • Compose project cost forecast updates.
  • Run PPS reports.
  • Establish priorities and deadlines on project deliverables.
  • Investigate project expenses not billed to the client and report findings to the Project Manager.
  • Assist Project Manager in preparation of client contracts and sub-contracts.
  • Develop procedures pertaining to internal project requirements.
  • All other duties as assigned

  • Bachelor's degree in business, accounting or related degree required.
  • Experience with one or more cost management systems preferred.
  • Ability to work independently, think creatively and analytically, and make quick and sound decisions.
  • Excellent problem solving skills.
  • Excellent 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.
  • Knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
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