Laboratory Project Assistant

Terracon•Tulsa, OK

About The Position

The Laboratory Project Assistant provides project delivery support through document control and administration, project tracking, quality and consistency, and communications that contribute to a positive client experience. The role supports project and program managers, project teams, financial analysts, and accountants with project resources, schedules, budgets, proposals, contracts, deliverables, fee estimates, change orders, work-in-progress tracking, invoicing, and accounts receivable. The assistant also maintains project information in applicable systems, including TerraNet and CRM, and answers Operations questions about Terracon client programs and system use. The position provides document control and administrative support for Operations, National Accounts, or Sectors, maintaining project records and tracking systems in accordance with established processes and quality requirements. It assists with project communications, report and proposal preparation, project registration, contract inventory, milestone tracking, and coordination of client deliverables. Depending on direction, the role may also perform engineering support tasks such as preparing drawings and directives for boring and test pit locations, preparing logs, coordinating drilling, classifying soil and rock samples, and assisting with utility locating and clearances. The assistant maintains project-level Compass information as applicable and provides training and coaching to operational project managers and team members on Compass use. The role is also responsible for following safety requirements, participating in pre-task planning, reporting safety concerns, and maintaining project quality standards.

Requirements

High school diploma.
Minimum of 2 years of related experience.
Fluency with Microsoft Office applications.
A valid driver's license with an acceptable violation history may be required.

Nice To Haves

Associate or bachelor's degree in a related field.
Experience with gINT Geotechnical software and AutoCAD LT, if applicable.

Responsibilities

Assist project and program managers with resource management and assignments.
Work with financial analysts, accountants, and project teams to collect and enter project information, including timelines, budgets, schedules, proposals, contracts, and deliverable dates.
Assist project teams with drafting report and proposal deliverables.
Support fee estimates and change order management.
Enter or update documentation and information in systems, including TerraNet and CRM.
Support management of project work in progress (WIP), invoicing, and accounts receivable (AR).
Answer Operations questions about Terracon client programs and system use.
Provide project document control in accordance with established processes, quality standards, and project or program requirements.
Provide administrative support to project teams supporting Operations, National Accounts, or Sectors.
Maintain project and program details in spreadsheets and other tracking systems.
Update project and program leaders on client deliverables, project status, subtask timelines, deliverable dates, financials, and other relevant areas.
Assist with updates to TerraNet, CRM, Program Manuals, and related documents.
Support proposal and project registration setup.
Assist project and program leadership with client communication plans and track and communicate project milestones.
Prepare written report sections and associated drawings and attachments.
Draft proposals and fee estimates for standard or routine projects with financial analysts, accountants, and project teams.
Draft, track, and maintain project change orders.
Perform project registration and invoicing tasks as needed.
Maintain a project contract inventory, track contract status, and ensure signed contracts are on file.
Prepare responses to requests for information regarding design changes, as directed.
Assist with utility locating services and clearances, as directed.
Perform other engineering support tasks as directed, including developing drawings and directives for proposed boring and test pit locations and plans, preparing boring and test pit logs, coordinating drilling, and field-classifying soil and rock samples.
Schedule and communicate with clients about project report status and delivery schedules.
Maintain and update project-level Compass information, as applicable.
Train and coach operational project managers and team members on the use and applicability of Compass.
Follow safety rules, guidelines, and standards; participate in pre-task planning; and report safety concerns to management.
Maintain quality standards on all projects and perform other duties as assigned.