Assistant Project Specialist
9191 Jamaica Street Greenwood Vlg, CO 80112 US
Job Description
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
Requirements:
- 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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