Project Assistant 3

KCI Technologies•Newark, DE

About The Position

The Project Assistant position provides an opportunity for progressive technical development while the employee advances through a civil engineering degree program. Initially, the role focuses on project coordination, administrative support, and office operations. Technical responsibilities may be introduced gradually according to demonstrated capability, workload needs, and academic progress. Technical development may include assisting with Civil 3D/CAD production and land development plan sheets; supporting quantity takeoffs, calculations, exhibits, permit applications, and agency submissions; participating in site visits, construction observations, and coordination meetings; researching codes, standards, agency requirements, and project background information; and taking on defined technical design tasks under the supervision of a Project Engineer or Project Manager. KCI also offers training and mentoring in Civil 3D, land development design, permitting, construction, and project management. Following appropriate education and demonstrated technical competency, the position may transition toward engineering or design work, with a long-term opportunity to pursue the EIT/PE career path if eligible. The role supports project administration, including project setup, schedules, meetings, submission packages, document routing and organization, status tracking, and milestone follow-up. It also assists with financial and contract administration, such as budget and contract logs, subconsultant and invoice tracking, invoice backup preparation, receivables, expense documentation, and monitoring expenditures against budgets. Team and workload support includes maintaining workload trackers, coordinating staffing-meeting records, tracking deadlines and employee development records, scheduling interviews, supporting onboarding and offboarding, and coordinating training. The position also supports the office manager with office logistics, vendors, facilities issues, visitors, onboarding logistics, records, travel, events, and general office communications. As the employee gains experience and demonstrates reliability, the role may expand to independently managing schedules and follow-ups, coordinating routine client updates and deliverables, maintaining permit schedules, preparing draft scope and fee tables, monitoring project health, coordinating plan-review intake, and supporting project closeout.

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.
Progress through a civil engineering degree program and develop technical competency for potential progression into engineering or design work.

Responsibilities

Assist project engineers and designers with basic Civil 3D/CAD production, including plan setup, annotation, sheet organization, redline incorporation, and drawing revisions.
Support preparation of land development plan sheets under the direction of engineering staff.
Assist with quantity takeoffs, basic calculations, exhibits, permit applications, agency submission packages, and supporting documentation.
Participate in site visits, construction observations, field documentation, and project coordination meetings.
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.
Participate in training and mentoring related to Civil 3D, land development design, permitting, construction, and project management.
Set up projects, budgets, folders, standard documentation, contact lists, and communication flow charts.
Maintain project schedules, status trackers, permit logs, agency submission logs, action-item logs, and milestone tracking.
Schedule and support kickoff, coordination, and QA/QC meetings; prepare agendas and meeting notes; and follow up on assigned action items.
Assemble submission packages, route documents for review and approval, and organize agency comments, approvals, permits, and correspondence.
Coordinate document uploads, deliveries, printing, distribution, and outstanding-information tracking.
Assist with project budget setup, fee and contract logs, amendments, authorizations, subconsultant agreements, invoices, and remaining-budget tracking.
Prepare draft invoice backup packages, maintain accounts-receivable and invoice-status logs, and draft payment follow-ups for PM approval.
Compare project expenditures against budgets and flag anomalies for the Project Manager.
Track reimbursable expenses and organize contract documents, notices to proceed, amendments, and purchase orders.
Build and maintain workload trackers; prepare workload-meeting agendas; and track deadlines and staffing constraints.
Maintain training, certification, professional-development, employee-goal, check-in, and review-cycle records.
Schedule interviews, coordinate candidate communications, and support onboarding and offboarding checklists.
Coordinate internal training sessions and maintain training materials.
Support office operations by coordinating supplies, equipment, deliveries, vendors, building management, maintenance, and access issues.
Coordinate visitors, conference rooms, lunches, internal events, seating and contact lists, onboarding logistics, office files, travel, registrations, and expense documentation.
Track professional licenses, certifications, memberships, and renewal dates; coordinate celebrations, recognition, community events, and charitable activities.
As experience and reliability grow, potentially manage project schedules and follow-ups, coordinate routine client updates and deliverables, maintain permit matrices, prepare draft scope and fee tables, monitor budgets, coordinate plan-review intake, and support project closeout.