Project Assistant

Duration: 12 Months (temp-to-hire)

Location: Houston, TX 77027

Qualifications:

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

Description:

Monthly Progress Reports (Point of contact for coordination)

• Create and maintain master report template
• Update, coordinate, expedite, and follow up with disciplines for report content
• Format final document
• Issue to internal team and Client per Project Distribution Matrix

Weekly Status Reports (Point of contact for coordination)

• Create report template based on Client report requirements
• Coordinate, expedite, and follow up with all disciplines
• Format final document
• Issue to internal team and Client per Project Distribution Matrix

Project Reports and Studies

• Format final document including verifying use of current company Standard Decimal Report template for brand consistency
• Issue to internal team and Client per Project Distribution Matrix

FEP Reports (Point of contact for coordination)

• Create and maintain master report template
• Coordinate, expedite, and follow up with each contact for report content
• Format final document
• Issue to internal team and Client per Project Distribution Matrix

Project Meeting Minutes and Pre-Fab Meeting Minutes

• Project team members send all meeting minutes/notes to PAs to finalize and format for distribution
• o Examples are weekly Client meetings, model reviews, estimate meetings, schedule meetings, procurement meetings, construction meetings, etc… Basically any meeting where formal minutes need to be documented AND published/issued to Client.
• o PAs will use the standard minutes template (OGCGEN24104 Meeting Agenda-Minutes)

Monthly Progress Presentations and Other Project Presentations

• Maintain presentation template
• Coordinate, expedite, and follow up with each contact for presentation content
• Format final presentation prior to client meeting

Document Locator Transmittals and Notifications (to Clients and/or internal)

• Project Assistants generally handle administrative type documents pertaining to the project – Document Control handles technical documents, vendor documents, and construction packages.
• Refer to OGCGEN21101 - File Naming and Location Index for specifics on the types of documents that a PA handles (scroll to far right of excel file for PA or DC designation).

Internal and Client Meeting Coordination

• Room reservations
• Issuing meeting invitations to respective parties
• Catering coordination (as requested)
• Meeting Setup- provide copies of documentation, if applicable (i.e., IPPM meetings, AIL, deliverables list), A/V requirements, etc.
• Attend weekly internal meetings and/or weekly Client meetings for purpose of taking minutes (as requested by PM)

Expense Reports

• Process/Troubleshoot for Project Managers and Project Engineers

Travel Reservations (project related)

Support PM and/or PE in maintaining Action Items List(s)

• Internal AIL and Client AIL
• Update lists as directed, and request updates as specified by the PE(s)

Assist with Project Procurement items

• Send out Procurement Status Reports (weekly)
• Send out Material Status Reports (weekly)
• Upload Q6 reviews into DL for monthly quality checks

Assist with Project Change Notices and Change Orders (solely at the discretion of the Project Manager)

• Maintain PCN Log and/or CO Log
• Store PCNs and COs in appropriate folder in DL
• Issue PCNs and COs to Client for approval

Act as the client point of contact for scheduling needs

• When applicable, hold a client account to access clients’ calendars, drop files into their ShareFiles, etc.

Being the Onsite Training Coordinator for Projects

• Work with safety department for registering Team members for client, site, and project specific courses as needed
• Remain up to date on knowing which trainings are needed by whom and when
• Act as communication collaborator for project teams; being proactive chasing down and gathering information, helping to ensure deliverables are on time, sitting in multiple meetings to help seal communication gaps (as time allows based on workload).

Continuously learn and train with different disciplines and software programs to be a source of information for the project team.

• Programs such as EcoSys, PowerBi, Microsoft Teams, Adobe, Microsoft Office Programs, and Project Provisioning
• General Daily Assistance for Project Manager and Project Engineer(s)
• Assistance as requested for Project Leads and their respective teams (i.e. scheduling Client meetings, booking group travel for project meeting(s), printing IPPM tags, other administrative project tasks).
• Overtime is anticipated for this role.

Employer Info:

Our client is a full-service engineering, architecture, construction, environmental and consulting solutions firm, based in Kansas City, Missouri, focused on planning, designing, permitting, constructing, and managing facilities all over the world.

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

JOB-10043439