Project Management Administrative Assistant

Description

Reports To: Director of Project Management 

Department: Project Management 

Department: Project Management

Position Summary: 

The Project Management Administrative Assistant will provide the administrative needs of Cyntergy’s Project Management team members. The person will be highly involved maintaining project financial data, invoicing, updating project schedules, packaging deliverables, and assisting the Construction Management Administrative Assistant in tracking submittals and requests for information. 

Essential Functions:

· Set-up new projects in project management software system, financial system, and on network.

· Assist with project maintenance and reporting in project management software system. 

· Assist with proposal preparation and turn-around.

· Assist with preparing project budgets and schedules. 

· Assist with preparing files for project deliverables.

· Assist with invoicing by coordinating with accounting on drafts, follow up with project managers on what should be invoiced, updating drafts, and letting accounting know when invoices are ready to be sent. 

· Assist with mailing and shipping. 

· Coordinate conference rooms for meetings. 

· Assist with preparing documents for meetings. 

· Assist with recording and preparing meeting notes. 

· Assist with ordering food and drink for meetings. 

· Follow an organized file management process for electronic and paper documents.

· Assist with filling out permit applications. 

· Assist with tracking project action items. 

· Assist with logging and tracking Requests for Information (RFIs) and Submittals. 

· Assist in continuous improvement by understanding the work processes, resources, structure, and business of the firm.

· Provide general support for Project Managers by preparing documents such as narratives, transmittals, meeting agenda, meeting  sign-in sheets, review comment response, etc. 

· Provide general support for Project Managers by maintaining project spreadsheets. 

· Follow a systematic method for self to track time commitments and the completion of tasks.

Experience Required: 

· At least three years of experience, preferably in an AEC environment.

  Education, Certifications and Specialized Training:

· High School diploma.

· Associates degree or relevant certification is a plus.

  Job-Specific Skills and Knowledge: 

· Working knowledge of computers and MS Office.

· Working knowledge of Deltek Vision and/or Deltek VantagePoint. 

· Ability to handle multiple assignments in a dynamic environment.

· Accuracy and attention to detail and aptitude for numbers.

· Working knowledge of internal financial coding structure and client billing process, including analysis and reconciliation of  f  financial data.

· Ability to navigate Internet and Intranet and to use technical equipment.

· Ability to perform filing and record keeping tasks.

· Ability to complete data entry and word processing skills.

· Knowledge of where to find information about the firm and other relevant business data.

· Excellent organizational skills. 

Core Competencies:

Customer Focus – Meets the expectations and requirements of customers; uses customer information for improvements in products and services; acts with customers in mind; deals fairly and effectively without discrimination.

Time Management – Uses his/her time effectively and efficiently; attends to a broad range of activities; spends his/her time and the time of others on what is important.

Integrity and Trust – Presents the truth in an appropriate and helpful manner; keeps confidences; admits mistakes; delivers on commitments; conducts him/herself at all times in a manner that reflects credit on him/herself and the Company.

Planning – Scopes out length and difficulty of tasks and projects accurately; sets objectives and goals; breaks down work into process steps and develops schedules; anticipates and adjusts for problems and roadblocks

Communication – Provides timely information so that accurate decisions can be made; practices attentive and active listening; restates the opinions of others accurately even when he/she disagrees; conveys information and ideas clearly and positively; both in oral and written communication

Problem Solving and Decision Making – Uses sound logic and methods to solve problems and develop effective solutions; looks beyond the obvious and does not stop at the first answer; makes good decisions based upon a mixture of analysis, wisdom, experience, and judgment

Action Orientation – Pursues work with energy; perseveres especially in the face of resistance or setbacks

Teamwork – Encourages collaboration by fostering open dialogue; defines success in terms of the whole team; finds common ground and solves problems for the good of all areas of Cyntergy; represents his/her own interests while exercising fairness to others; shares successes.

Adaptability to Change – Understands that different situations may call for different skills and approaches; demonstrates commitment to continuous improvement; demonstrates flexibility; embraces changes in a positive manner.

Quality of Work Output – Produces high-quality work with few errors within deadlines; uses resources effectively.

Physical Demands and Working Conditions:

Must be able to perform work indoors in climate-controlled work area with minimal noise, performing primarily sedentary work with limited physical exertion and routine lifting and carrying up to 20 lbs. Must be able to operate routine office equipment including telephone, copier, and calculator. Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary. Must be able to work extended hours whenever required or requested by management. Must be capable of regular and reliable attendance. 

Mental and Emotional Requirements:

Must be able to perform job functions with minimal supervision from senior management. Must be able to carry out various written instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for accuracy and quality and or fast pace. Must be capable of exercising highest level of discretion on both internal and external confidential matters and conducting himself/herself with sensitivity to both political and personnel issues.

Nothing in this position description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.