Project Assistant

COASTAL ENGINEERING • Town of Warwick, NY

24d • Hybrid

About The Position

We are seeking a Project Assistant to provide administrative, document control, and record-keeping support to Project Managers. This role helps keep project information accurate and organized, supports scheduling, coordinates basic equipment tracking and maintenance scheduling, and ensures project documentation and logs are completed in a timely manner for marine construction and diving projects.

Requirements

• Associate’s degree in Business, Construction Management, or related field (Bachelor’s preferred).
• 0–2 years of experience in construction, engineering, or related office/project support role.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and accurate data entry skills.
• Familiarity with Unanet A/E or other ERP/project management systems is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple administrative tasks and shifting priorities in a fast-paced marine environment.

Nice To Haves

• Familiarity with Unanet A/E or other ERP/project management systems is preferred.
• Associate’s degree in Business, Construction Management, or related field (Bachelor’s preferred).

Responsibilities

• Provide day-to-day administrative support to Project Managers (PMs).
• Prepare and format project correspondence, reports, and spreadsheets.
• Assist with meeting coordination, agendas, and follow-up items.
• Enter and update project data in Unanet A/E, including labor, materials, and subcontract costs.
• Manage and track RFIs, submittals, and daily dive/field logs.
• Ensure documents are properly logged, distributed, filed, and archived according to company standards.
• Maintain organized electronic and/or hard-copy project files.
• Assist PMs with preparing and updating project schedules.
• Help coordinate internal and field resources for upcoming work.
• Track key milestones and provide reminders/updates to the project team.
• Assist in tracking project-related equipment and assets, including location and utilization.
• Help schedule routine maintenance and inspections in coordination with operations/maintenance staff.
• Maintain logs of equipment downtime, service history, and upcoming maintenance needs.
• Communicate equipment availability and maintenance windows to PMs and field personnel.

Benefits

• Competitive hourly compensation
• Health insurance options
• Paid time off and paid holidays
• 401(k) or retirement savings options
• Optional Hybrid work schedule (3 days in office per week)
• Professional, team-oriented work environment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree