Project Assistant - Architecture & Engineering

Progressive Companies•Charlotte, NC

10d

About The Position

In this role, you will keep the team's documents, calendars, and files in order. Handle the day-to-day flow of information inside the team and with outside organizations, prepare agendas and meeting minutes, schedule meetings and reserve the rooms and equipment, maintain client contact lists and project files, and book business travel when asked. You will process project paperwork on time, log and route proposal requests, submittals, and RFIs, assist with phased document issuances and bidding, and keep certificates of insurance tracked, organized, and filed. You will prepare contracts and project manuals for the project managers to review, assemble contracts in the AIA software and project specifications and manuals in BSD SpecLink, and format correspondence and technical documents to the firm's standards. You will enter and maintain project information in Deltek Vision. Set up new projects with the project number, budget, and schedule you are given, and update the record as the team leader and project managers direct. You will proofread everything before it leaves the office. Check documents and project information for accuracy, formatting, grammar, and consistency, and take anything that looks wrong back to the project manager instead of sending it out. Proofread proposals and help the team get ready for interviews. Check proposals for grammar, punctuation, content, and consistency, learn what goes into one, support interview preparation, and log business development opportunities in Deltek CRM. Stay comfortable with the office technology. Learn the copiers, scanners, virtual meeting platforms, and conference room technology, work confidently in Microsoft Office, SharePoint, and Teams, and pick up new tools as they come in.

Requirements

Proficiency in Microsoft Office, SharePoint, and Teams.
Ability to learn new office technology (copiers, scanners, virtual meeting platforms, conference room technology).
Strong proofreading skills, checking for accuracy, formatting, grammar, and consistency.
Experience with AIA software and BSD SpecLink is a plus.
Familiarity with Deltek Vision and Deltek CRM is a plus.

Nice To Haves

Experience with AIA software.
Experience with BSD SpecLink.
Familiarity with Deltek Vision.
Familiarity with Deltek CRM.

Responsibilities

Keep the team's documents, calendars, and files in order.
Handle the day-to-day flow of information inside the team and with outside organizations.
Prepare agendas and meeting minutes.
Schedule meetings and reserve rooms and equipment.
Maintain client contact lists and project files.
Book business travel.
Process project paperwork on time.
Log and route proposal requests, submittals, and RFIs.
Assist with phased document issuances and bidding.
Keep certificates of insurance tracked, organized, and filed.
Prepare contracts and project manuals for project managers to review.
Assemble contracts in AIA software and project specifications and manuals in BSD SpecLink.
Format correspondence and technical documents to firm standards.
Enter and maintain project information in Deltek Vision.
Set up new projects with project number, budget, and schedule.
Update project records as directed by team leader and project managers.
Proofread documents and project information for accuracy, formatting, grammar, and consistency.
Take incorrect documents back to the project manager.
Proofread proposals.
Support interview preparation.
Log business development opportunities in Deltek CRM.
Learn and use office technology including copiers, scanners, virtual meeting platforms, and conference room technology.
Work confidently in Microsoft Office, SharePoint, and Teams.
Pick up new tools as they are introduced.