Project Assistant - Architecture

Mead & Hunt, an award-winning national architecture and engineering firm, has continued to exceed our strategic growth initiatives. As a result, our Architecture group has an exciting, full-time opportunity for a Project Assistant to join our team at our Middleton, WI (greater Madison area) office.

Essential duties and responsibilities of this position include but are not limited to:

• Create opportunities in ERP software as well as client/project start-up.
• Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.).
• Lead project set-up including filing structure, completing project set-up form setting up phases, tasks, and budgets per Project Manager or contracts.
• Monitor schedules and deadlines for projects. Provide project status updates to Project Manager on contract/change order receipt, project billing milestones/status, budgets, and deliverable deadlines and compile project documents.
• Attend internal and external project related meetings; prepare agendas and take/distribute minutes as requested.
• Write, edit, and/or provide QA/QC for a variety of documents such as internal team communication, project correspondence and reports; contracts, RFP/RFQ solicitations, non-client selection status, proposals, statements of qualification, interview preparation.
• Communicate with clients, sub-consultants, and agencies.
• Manage project files, communication logs, extra work requests, job status reports, purchase orders, contracts, construction bid submittals, contractor submittal logs, and construction close-out. Process executed contracts and subcontracts.
• Track and follow up with accounts receivable. Assist with invoicing, managing project accounts, and budgets.
• Receive and confirm client purchase orders and ensure match to Mead & Hunt proposal and estimate.
• May act as a project liaison for sub-consultants including creating sub-consultant contracts, monitoring sub-consultant deliverables, coordinate with risk management for requested negotiation of terms.
• May help with managing safety compliance within ISN, and new clients or per project, either through ISN or another channel.

Perform other duties as assigned.

The successful candidate will have all the following:

• An associate degree or higher in an administrative assistants’ program (or related field)
• At least 4 years of relevant office experience of which at least 2 years of experience working in the A/E/C industry in an administrative capacity

OR 

• If no degree, at least 6 years of relevant office experience of which at least 2 years of experience working in the A/E/C industry in an administrative capacity 

The ideal candidate will have any/all of the following:

• Experience with project accounting systems – Deltek Vision preferred.
• Experience with all administrative functions of projects. Including but not limited to project financial, accounting, contract administration, procurement, and project management controls administrative.
• Experience in a fast-paced organization and demonstrated ability to be agile and flexible as necessary to complete tasks.
• Proficiency in Microsoft Suite (Project, Outlook, Teams, Word, Excel, and Powerpoint). Also, knowledge or ability to learn Power Apps, Power BI, and Bing.
• File management software experience (such as Newforma).

At Mead & Hunt we shape the future by putting people first. If you have strong communication and organizational skills, are self-motivated, and can work well both independently and as part of a team, we can help you grow your career working with industry experts on exciting projects. Complete the online application at www.meadhunt.com/careers if this matches your career goals. 

Why Mead & Hunt?

• Strong Company Culture
• Robust Career Advancement, Training, & Growth Opportunities
• Employee-Owned Firm
• Flexible Schedules
• Diverse Skillsets, One Company
• Impressive Benefits Package

Mead & Hunt proudly offers medical, dental, and vision insurance, paid time off, paid sick leave, parental leave, a 401K plan with a generous company match, life and disability insurance, and an employee assistance program. 

Mead and Hunt will not sponsor a visa (H-1B, etc.) for this position.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin. 

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