Job Description

One Tech Engineering is searching for a Project Assistant for a position located in either Dallas Texas, or Austin, Texas. The Project Assistant will support project managers by tracking project performance, assisting with financial management, and helping ensure the successful execution of projects.

The candidate must be a US Citizen or a green card holder, the position is not eligible for sponsorship. The candidate should have a High School Diploma/GED and previous office/clerical experience.
  
Local candidates preferred or open to relocation. This is not a remote position.

Project Assistant Responsibilities:

• Assist Project Manager in preparation of client contracts and sub-contracts, including facilitating contract reviews by coordinating with internal departments, such as Legal, Insurance, Purchasing, and Safety.
• Manage project set-up in corporate Management Information System.
• Organize and maintain project files, filing system, and project communications.
• Update record copies, engineering project documentation, and changes.
• Facilitate the dissemination of information to vendors, sub-consultants, clients, and project teams as part of the overall communications and project management process.
• Type memos, correspondence, reports, and other documents as requested.
• Record minutes from Project Manager/team meetings; and prepare and present meeting notes, presentations, and tables utilizing Excel, PowerPoint, and other programs.
• Coordinate travel arrangements and any other internal services for various project needs.
• Monitor project deadlines and benchmarks.
• Track project status and produce monthly progress reports; and support presentation of monthly progress reports covering action items and progress updates.
• Run reports to communicate project financials and status to PM and team.
• Collaborate with PM to make monthly adjustments as needed.
• Compose project cost forecast updates.
• Assist in planning, scheduling, and facilitating on-site and off-site meetings for projects. This may include project orientation and training, stakeholder meetings, team meetings, client meetings, periodic reviews, etc.
• Coordinate the required training programs and records for project personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• In collaboration with the corporate Accounting Department, verify accuracy and compliance with project requirements of invoices, trip tickets, and expense reports and process items in a timely manner.
• Coordinate with sub-consultants to facilitate billing.
• Track payments and support timely payments and resolution of unpaid invoices.
• Assist in clerical needs on projects.
• Order and maintain supplies.
• Develop procedures pertaining to internal project requirements.
• Assist managers in completing expense reports.
• Administer project closeout activities.
• Perform other duties as assigned.
• Comply with all policies and standards.

Requirements of the Project Assistant:

• High School Diploma/GED required.
• Applicable office/clerical experience is required.
• Proficient in Microsoft Word, Excel, Access and PowerPoint required.
• Good communication skills.