Assistant Project Specialist

On-site: Maitland, FL

Our enterprise engineering, construction, and consulting client is looking for a dedicated individual to join their growing team based in Kansas City, MO. The Assistant Project Specialist is responsible for interfacing with internal and external project leadership to ensure the successful execution of overall projects and associated milestones throughout the project lifecycle. This includes assisting with client communication, financial health, and project scheduling systems for engineering-related projects. This position coordinates with internal project management to provide solutions in executing project needs within the budget and schedule. By organizing and driving team deliverables and communication, this position brings consistency to project execution through documentation, reporting, project planning, and detailed process implementation.

Responsibilities:

• Proactively and regularly communicate with (but not limited to) the project team, client representatives, vendors, suppliers, and subcontractors on project development and execution.
• Assist with identifying, entering, monitoring, and analyzing the progress of key project needs, deliverables, and milestones for the project team using internal software, and support the presentation of monthly progress reports covering action items and progress updates.
• Plan, coordinated, and facilitated on-site and off-site meetings.
• Verify accuracy and compliance with project requirements of bills/invoices, trip tickets, and expense reports and process items promptly.
• Assist with various forms of data entry on projects, including (but not limited to) processing project change orders, entering changes to the cost reports, and overseeing the accounts payable process, including the coding, approval assignment, and payment using the appropriate accounting application; in addition to reports, specifications, and all other deliverable and/or Client needs.
• Assist with entering project scheduling information.
• Assist with monitoring submittal logs and RFIs in construction management software and expediting responses for subcontractors from the internal design team.
• Assist with evaluating pre-mobilization safety forms and implementing a file management system to monitor project compliance.
• Assist with evaluating and publishing site-specific emergency action plans with input from the project manager, site operations staff, and site superintendent to ensure accuracy.
• Assist with creating new projects using construction management software and provide daily reports and other workflows to be assigned to project and management leadership.
• Coordinate the required training programs and records for project personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Update SOPs, train, and mentor new EOs and CWKs on best practices, means, and methods in all project aspects resulting in future success for the individual, client, and company.
• Resolves questions regarding the project; research and provide appropriate answers.

Requirements & Qualifications:

• Required: 2 to 5 years of experience.
• Candidates must be legally authorized to work permanently (i.e., without time limitations, restrictions or need for work sponsorship) in the country where this position is located.
• Performs other duties as assigned * Complies with all policies and standards.
• Bachelor’s degree in business, accounting, communications, construction management or related degree required, or associate degree and 2 years of experience Required or High School Diploma/GED and 4 years of related experience required.
• Experience with one or more cost management systems preferred.
• Ability to work independently, think creatively and analytically, and make quick and sound decisions.
• Strong problem-solving skills.
• Strong organizational skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate with all levels within an organization.
• Ability to track and follow up on multiple items with various timelines.
• Knowledge of Microsoft Word, Excel, Adobe and/or Bluebeam, and PowerPoint is required.
• Basic knowledge of SharePoint, customer relationship management software, and Microsoft Teams preferred.
• Preferred experience: PowerBI, Primavera P6, Excel.