Project Assistant

Terracon•Mountlake Terrace, WA

17d

About The Position

The Environmental Department of Terracon’s Seattle office is seeking a highly organized and proactive Project Assistant. The role supports project delivery through document control and administration, project tracking, quality and consistency, and client communications. The Project Assistant provides administrative and project coordination support to project teams and leadership, working with financial analysts, accountants, operations personnel, and clients. Duties may also include engineering support tasks, as directed, and supporting the use of Compass to enhance the client experience.

Requirements

High school diploma.
At least 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

An associate or bachelor’s degree in a related field is preferred.

Responsibilities

Assist project or program managers with resource management and assignments.
Partner with financial analysts and accountants to collect and enter project information, including timelines, budgets, schedules, proposals, contracts, and deliverable dates, into applicable systems.
Assist project teams with drafting report and proposal deliverables.
Support fee estimates and change order management with financial analysts, accountants, and project teams.
Enter or update data and documentation in systems including Oracle and CRM.
Support project Work in Progress (WIP), invoicing, and Accounts Receivable (AR) management.
Answer Operations questions about Terracon client programs and system use.
Provide project document control in accordance with established processes and quality standards.
Provide administrative support to project teams supporting Operations, National Accounts, or Sectors.
Maintain project and program information in spreadsheets or other tracking systems, including timelines, budgets, schedules, proposals, and deliverable dates.
Update project and program leaders on client deliverables and project status, including subtask timelines, deliverable dates, and financial information provided by financial analysts or accountants.
Assist with updates to Oracle and/or CRM and support proposal and project registration setup.
Assist with updates to the Program Manual or related documents.
Assist project or program leadership with client communication plans and track and communicate project milestones to the project team.
Prepare written report sections and associated drawings and attachments.
Help draft proposals and fee estimates for standard or routine projects.
Draft, track, and maintain project change orders.
Assist with project registration and invoicing tasks.
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 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 classifying soil and rock samples in the field.
Schedule and communicate with clients regarding project report status and delivery schedules.
Maintain and update project-level Compass, as applicable.
Train and coach operational project managers and team members on Compass use and applicability.
Follow safety rules, guidelines, and standards; participate in pre-task planning; and report safety concerns to management.
Maintain quality standards on all projects.
Perform other duties as assigned.