Kennedy Jenks is looking for a detail-oriented Project Assistant.

The Project Assistant provides project administration for projects. Lead position for project set-up, financial follow up and interface with construction project manager (PM), corporate accounting and clients' accounting departments. Proficient in time management to handle multiple tasks and prioritize them appropriately. Ability to identify issues and find practical solutions to keep projects on track. Follows procedures in the Operations Manual and proper setup procedures and naming conventions. Reviews contracts, accompanying accounting preparation paperwork, correspondence, RFPs, and related support documentation for projects. Documents and follows up on project financial measures and project performance with PM. Verifies outcome of tasks completed by self and other Administrative Assistants. Acts as a resource to others for project accounting software use. Assists with project financials, communication, and documentation. Files and organizes documentation in electronic files where applicable. This position is responsible for preparing work according to company standards and established deadlines. Provide project assistant functions moderately independent on larger projects with increasing complexity. Provide oversight and mentoring of other Project Assistants and Administrative Assistants.

Responsibilities

The essential functions include, but are not limited to the following PM support:

• Budget Monitoring: Assisting with budget tracking and cost control for the project.
• Assist with billing, calculating appropriate taxes (where applicable), reviewing invoices, understanding client needs (attachments, related materials etc.), obtaining required authorization for non-billable projects/phases, analyzing A/R and WIP reserve
• Assist our internal General Counsel with the review of client contracts, project subcontracts, teaming and other project related agreements, as well as coordinating and maintaining contract/insurance requests with our pursuit and project staff.
• Conduct Aged A/R and Aged WIP reviews with PMs. Report information of AR status and billings to accounting.
• Enter projects in BST and Project Setup Portal and conduct maintenance on projects relating to staffing changes, rate changes, amendments, variances, estimates to complete, and earned values.
• Communication: Serving as a central point of contact for project-related communications and updates, both internally and externally.
• Schedule and confirm project meetings for clients, assigned personnel, subconsultants and vendors. Prepare meeting documentation, coordinate review of notes, and distribute to team members. Attend project meetings with staff, if needed.
• Assist with preparing and maintaining project management plans and associated documentation.
• Assist in conducting and/or coordinating weekly project reviews and help with follow up action items.
• Prepare subconsultant agreements, work authorizations, and subcontractor amendments. Route the executed documents to accounting and monitor to ensure they are filed appropriately.
• Request and review insurance certificates for subcontractors for subcontractor execution and during active contract period.
• Check payment status for vendors and subconsultant invoices upon request.
• Manage project vehicles assigned to construction projects, working with PM and Accounting to order vehicles, maintain records (mileage and maintenance), and invoice project vehicle.
• Interpret and provide guidance to others on following the Decision Authority matrix.
• Prepare write-off memos, variance memos, and project deactivations.
• Prepare reports, spreadsheets, charts and graphs as needed.

• Set up webinars and run presentation software.

• Assist with other activities as assigned, including general local office support.

Qualifications

• Bachelor's degree - or equivalent experience and minimum 5 years prior relevant or related experience as a project assistant, accountant, contract administrator, administrative assistant, and/or executive assistant in an engineering or professional services firm.
• Familiarity with project management methodologies and tools, such as excel or PlanTrax, is a valuable asset.
• Ability to use Microsoft Office products Adobe Acrobat, Accounting Software (BST10 a plus), MS Project, and Crystal Reports a plus. Ability to learn how to use the portals for Ops, PM, and Project Setup.
• Ability to interact professionally both internally and externally. Ability to read, analyze, and interpret documents such as safety rules, Operations Manual, policies and procedures. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and employees of the organization. Participates in regional and departmental communications.
• Ability to work independently and/or as a valuable member of the team interfacing with the PMO, Project Managers, Technical Professionals, Finance, and the Operating Officers.

Kennedy Jenks supports a healthy work-life balance and utilizes a hybrid model of home and office work to empower our people to thrive and achieve their full potential.

Salary range for this role is $70,000 - $80,000 depending upon experience and qualifications.

Benefits: Kennedy Jenks offers a comprehensive benefits package including medical, dental, vision, life and disability insurance, 401k, bonus opportunities, tuition reimbursement, professional registration support, a competitive PTO and holiday plan, and other benefits and programs. Visit our benefits page for more details.