Project Assistant

THE OSBORN ENGINEERING CO•Columbus, OH

35d•Onsite

About The Position

Osborn is a fully integrated multi-disciplined design firm that uses a specialized team approach to engineering projects. These teams are comprised of a staff of professionals that provide designs for all phases of a wide range of projects. Osborn has specialists in civil, structural, mechanical, electrical, plumbing, fire protection and life safety, technology engineering, transportation and commissioning. As an employee-owned firm, each Osborn employee is committed to team based and quality focused project delivery – ensuring that each project is completed with a sense of pride. Osborn’s strength lies with its people.

Requirements

A minimum of three year’s previous work experience within a construction management or engineering firm is highly preferred.
Must be able to manage time effectively and have the ability to work independently
Advanced computer knowledge required
Expertise with Microsoft Office products (Word, Excel, PowerPoint, Outlook, etc) REQUIRED.
Must have valid driver’s license.

Nice To Haves

Experience with Deltek Vision is preferred.

Responsibilities

Manpower/Utilization Tracking and Reporting
Responsible for managing reporting software to monitor and estimate project manpower/utilization on a weekly basis
Backlogs – Run weekly backlog reports in Deltek, Update Backlog reports with Deltek reports, Notify groups when complete
Coordinates with PMs to input projected staffing hours
Attends biweekly managers’ meeting
Vacation/Travel Calendar – Monitor the Outlook Vacation/Travel calendars
Performance and Accountability Reporting (PAR) / Financial Reports
Generates project revenue reports by PM on a weekly basis
Notifies PMs when reports have been generated
Monitors/analyzes reports for outliers/ red flags
Coordinate with Divisional Directors and Associate Directors to organize, review and report business performance including preparation for strategic planning initiatives
Project Management Involvement / Coordination:
Execution of contracts/agreements on behalf of Principal in Charge and coordination with clients and sub-consultant
Coordinating Deltek billing with PM & Accounting
Assists PMs with project coordination
Regularly attends internal/external project meetings – Works with PM to compile meeting agendas, updates action log, & records minutes
Monitors and reports proposal requests
Monitors and reports potential change orders; tracks ASRs that are pending approval
Formats/compiles comment response letters and disposition letters for various projects
Sets-up/formats business specific opportunity tracking spreadsheets for PM’s
Project Assistance
Construction Administration Coordination – Logs-in all shop drawings and RFI’s, tracks status and provides reminders of pending due dates, logs-out and files responses, issues RFI responses to client and/or PM, uploads to 3rd party file sharing site (i.e. ProCore, E-Builder, etc.) if needed
Specifications – Editing and formatting specifications to meet project requirements, updating table of contents, headers and footers as needed, quality control of appearance of formatted specs, compiling PDFs of completed specs to issue to clients
Accounting operational project and lead tracking – Creating Projects opportunities within Deltek, Coordinating information with PM and Accounting
Accounting Functions within PAL Role:
Requests/coordinates with Accounting Dept. to obtain Certificates of Insurance, BWC certificates, W-9 forms, etc., when needed.
Invoicing Assistance: Liaison between PM & Accounting – coordinating with PM and coordinating with Accounting
Tracks, records, organizes, files invoices. Assists project managers with reviews of draft invoices
Coordinates with Accounting, when needed, regarding invoices including some clients with special invoicing requirements
Collections/AR – Monitor invoice status
BD/Leads tracking – Work with Divisional Directors and Associate Directors to develop and maintain BD/Leads tracking documentation
Office Administration:
Office Administration Services – Order office supplies along with complete general office operation administration services including: preparation of proposals, facilitate secured visitor entry within the office, and complete general administration services for the office team members