Project Assistant
the Client•Houston, TX
•Onsite
About The Position
The Project Assistant supports Project Managers and project teams by providing administrative, documentation, financial-tracking, and coordination support for engineering and infrastructure projects. This position helps maintain accurate project records, monitor progress, coordinate communications, and support the preparation of project-related documentation.
Requirements
- Proficiency in Microsoft Word, Excel, and PowerPoint.
- Strong organizational skills and attention to detail.
- Ability to manage multiple assignments, deadlines, and document requirements.
- Effective written and verbal communication skills.
- Ability to communicate and coordinate professionally with multiple internal and external parties.
- High school diploma or GED required.
- Minimum of 5 years of relevant experience.
Nice To Haves
- Previous office, clerical, project coordination, or project-assistant experience.
- Experience supporting engineering, construction, public infrastructure, or utility projects.
- Experience reviewing invoices or compiling cost estimates, billing records, reimbursement packages, or other financial documentation.
- Familiarity with utility agreements, supplemental agreements, project closeout documentation, or agency reimbursement processes.
- Experience coordinating documentation with utility companies, government agencies, accounting personnel, contractors, or other project stakeholders.
- Familiarity with construction documents, easements, permits, accounting ledgers, invoices, construction reports, or redlines.
- Exposure to CAD software or the ability to assist with basic project or scoping maps.
- Strong Microsoft Excel skills, particularly when organizing, tracking, and reviewing project or cost information.
Responsibilities
- Provide general administrative and clerical support for company projects.
- Organize and maintain project files, filing systems, correspondence, and project communications.
- Perform project-related data entry and maintain accurate project information.
- Track project status and assist with preparing monthly progress reports and other status updates.
- Maintain tracking systems, project calendars, team rosters, contact lists, and project execution plans.
- Update record copies, engineering documentation, construction reports, redlines, and project changes.
- Research and compile information needed to respond to project-related questions.
- Record, prepare, and distribute minutes from Project Manager and project-team meetings.
- Review invoices and supporting documentation for accuracy and completeness.
- Assist with compiling cost documentation, estimates, accounting records, invoices, and reimbursement or billing packages.
- Prepare memos, correspondence, reports, presentations, and other documents as requested.
- Coordinate travel arrangements and other internal services required for project needs.
- Prepare and distribute project correspondence, electronic communications, mailings, and labels.
- Reserve conference rooms and coordinate client, vendor, supplier, and agency presentations, meetings, and interviews, including setup and cleanup.
- Schedule and support client interviews, presentations, and other project meetings.
- Coordinate with project personnel, accounting teams, clients, vendors, utilities, agencies, and other stakeholders to obtain required documentation.
- Assist with the organization of agreements, permits, cost records, compliance documentation, and other project deliverables.
- Perform other duties as assigned.
- Comply with all company policies and standards.
Benefits
- Medical, Vision, and Dental Insurance Plans
- 401k Retirement Fund
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What This Job Offers
Career Level
Entry Level
Education Level
High school or GED
