Project Assistant - Architecture & Engineering

Progressive Companies•Charlotte, NC

12d•Hybrid

About The Position

As a Project Assistant, you will provide administrative and project support to an interdisciplinary architecture and engineering team. The work is document preparation, scheduling, tracking, filing, and data entry: contracts, project manuals, submittits, RFIs, certificates of insurance, meeting minutes, and project records in Deltek Vision. You will also cover the office administrative responsibilities. This is an administrative job, and the people who are good at it are the careful ones. The architects and engineers depend on you to have the right file, the right contract language, and the right project data, and they notice when you do. The firm is employee owned, with profit sharing and an employee stock ownership plan (ESOP).

Requirements

Careful attention to detail
Proficiency in Microsoft Office, SharePoint, and Teams
Ability to learn new technologies

Nice To Haves

Experience with Deltek Vision
Experience with AIA software
Experience with BSD SpecLink

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 the rooms and equipment.
Maintain client contact lists and project files.
Book business travel.
Process the 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 the project managers to review.
Assemble contracts in the AIA software and project specifications and manuals in BSD SpecLink.
Format correspondence and technical documents to the firm's standards.
Enter and maintain project information in Deltek Vision.
Set up new projects with the project number, budget, and schedule.
Update project records as the team leader and project managers direct.
Proofread everything before it leaves the office.
Check documents and project information for accuracy, formatting, grammar, and consistency.
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 a proposal.
Support interview preparation.
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.
Pick up new tools as they come in.