Senior Project Assistant

WESTWOOD PROFESSIONAL SERVICES INC•Scottsdale, AZ

3d•Onsite

About The Position

The Sr. Project Assistant is responsible for providing general project support to the Renewables Division, ensuring project schedules and budgets are met. This role plays a crucial part in the project lifecycle, contributing to best practice management and overall project success.

Requirements

Bachelor's degree preferred or equivalent job-related experiences and training
Experience working in a professional services environment
Excellent communication and interpersonal skills, with the ability to work effectively as part of a team.
Ability to independently process work accurately and efficiently
Strong organizational skills and ability to manage multiple tasks and meet deadlines simultaneously.
Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
Ability to communicate effectively with employees at all levels of the organization

Nice To Haves

Experience in a similar Project Coordinator role.
Experience in the renewable energy industry or related field.
Familiarity with project management software and tools.
Knowledge of contract management principles and practices.
Understanding of data management systems and best practices.
Detail-oriented with a strong focus on quality and attention to detail.
Knowledge of licensing processes and requirements.
Familiarity with accounts receivable coordination and client accounting.

Responsibilities

Serve as a subject matter expert in contract management, understanding various contract types and necessary signatures/approvals.
Act as a subject matter expert for data management and best practices in Westwood data systems such as CLX, Vantagepoint, and Bonfire.
Possess expertise in Westwood's license and state compliance to ensure appropriate compliance.
Maintain accurate data within the Deltek Vantagepoint database system, including project set up, reporting, and auditing.
Mentor other project assistant team members, providing guidance and support.
Coordinate proposal preparation, proofread proposals, and ensure adherence to brand standards.
Collaborate with Corporate Services and Project Managers to provide support with contracts, proposals, and prequalifications.
Responsible for various project lifecycle tasks, including project kick-off meetings, agendas, reporting, accounts receivable follow-up, and lessons learned.
Prepare, maintain, and be responsible for project schedules, ensuring they are up-to-date and accurate.
Participate in internal and external meetings, take meeting minutes, and follow up on action items.
Support project deliverables and timelines by coordinating project teams and facilitating effective communication.
Conduct non-technical quality assurance and quality control of deliverables for consistency and branding, ensuring proper protocols are followed before submission.
Support Project Managers throughout the invoicing cycle process by running reports, reviewing transactions, marking up invoices, coordinating with Billers, and following up on Accounts Receivable.