Project Assistant

PROJECT ASSISTANT
 
Location: Austin, TX OR Dallas, TX
Job type: Contract to Hire
 
Our client, a global EPC Firm, is hiring a Project Assistant for a long-term contract opportunity in either Austin or Dallas, TX.
 
The Project Assistant will work with our project managers, tracking the performance of projects; assisting in managing project financials; and contributing to the successful execution of projects. Working closely with an experienced project controls lead, this position will lead general administrative support for critical infrastructure projects in the communities we serve.

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. Tracked payments supported timely payments and resolved 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.

Requirements:

• High school diploma or equivalent. A minimum of one year of applicable office/clerical experience is preferred.
• Applicable experience may be substituted for education requirements.
• Proficient in Microsoft Word, Excel, Access, and PowerPoint required.

 
ESPO Corporation
Leaders in Technical Recruiting & Staffing since 1965

We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected Veteran status, or any other attribute or protected characteristic by law. If you need assistance applying, please get in touch with us directly.