Project Assistant 3

KCI Technologies Inc.•Newark, DE

4d•$21 - $26

About The Position

The Project Assistant position provides an opportunity for progressive technical development as the employee advances through a civil engineering degree program. The initial focus is project coordination, administrative support, and office operations. Technical responsibilities may be added gradually based on demonstrated capability, workload needs, and academic progress. With appropriate education and demonstrated technical competency, the employee may transition toward an engineering or design position, with a long-term opportunity to pursue the EIT/PE career path if eligible. The role supports project administration, including project setup and documentation, schedules, meetings, action items, status trackers, permit and agency submission logs, document routing, submission packages, project milestones, and communication with internal teams, clients, agencies, and subconsultants. It also supports financial and contract administration, including budget and fee tracking, invoice backup, accounts-receivable logs, payment follow-up, expenditure monitoring, contracts, and reimbursable expenses. Additional responsibilities include team and workload support, such as maintaining workload, training, certification, staffing, and professional-development records; coordinating interviews, onboarding, offboarding, and internal training; and supporting office management, including supplies, facilities, visitors, calendars, travel, licenses, events, and administrative resources. As the employee gains experience and demonstrates reliability, the role may expand to include independent schedule management, routine client updates, coordination of deliverables, permit and municipal plan-review coordination, draft scope and fee tables, project health summaries, and closeout documentation. Technical growth opportunities may include assisting with Civil 3D/CAD production and land development plan sheets; supporting takeoffs, calculations, exhibits, permit applications, agency submissions, site visits, construction observations, and project meetings; researching codes and design requirements; and gradually taking on defined technical design tasks under the supervision of a Project Engineer or Project Manager. KCI also offers training and mentoring opportunities related to Civil 3D, land development design, permitting, construction, and project management.

Requirements

High school diploma required.
Pre-employment drug screening and background check are conditions of employment.
Motor vehicle checks may be required based on the position.

Nice To Haves

Bachelor’s degree preferred.
Advancement through a civil engineering degree program supports progressive technical development.
Interest or developing capability in Civil 3D/CAD, land development design, permitting, construction, and project management.

Responsibilities

Set up new projects, budgets, folders, and standard project documentation.
Maintain project contact lists, communication flow charts, schedules, status trackers, permit logs, and agency submission logs.
Schedule project kickoff, coordination, and QA/QC meetings; prepare agendas, notes, and action-item logs; and follow up on assigned actions.
Assemble submission packages, route documents for signatures and review, and organize agency comments, approvals, permits, and correspondence.
Coordinate document uploads, deliveries, printing, and distribution; track project milestones and outstanding information.
Assist with project budget setup and maintain fee, contract, amendment, authorization, subconsultant, invoice, and expense records.
Prepare draft invoice backup packages and payment follow-up materials for PM review; maintain accounts-receivable logs and flag aging invoices or budget anomalies.
Build and maintain practice workload trackers; document staffing decisions, deadlines, and staffing constraints.
Maintain training, certification, professional-development, employee-goal, and review-cycle records; coordinate interviews, onboarding, offboarding, and internal training.
Coordinate office supplies, equipment, deliveries, vendors, building management, maintenance, HVAC, power, access, visitors, conference rooms, and events.
Maintain office seating, contact, emergency, access, calendar, and shared administrative information; coordinate onboarding logistics and travel arrangements.
Track professional licenses, certifications, memberships, and renewal dates; assist with conference registrations and expense documentation.
Assist project engineers and designers with basic Civil 3D/CAD production, plan sheets, redline incorporation, and drawing revisions as appropriate.
Support takeoffs, basic calculations, exhibits, permit applications, agency submission packages, site visits, field documentation, construction observations, and project coordination meetings as appropriate.
Research municipal codes, design standards, agency requirements, record plans, utility information, and other project background information.
Progressively assume defined technical design tasks under the supervision of a Project Engineer or Project Manager as coursework and technical competency advance.
As the role expands, independently manage schedules and action-item follow-up, coordinate routine client updates and deliverables, support permit and plan-review processes, monitor budgets, and coordinate project closeout documentation.