Project Management Assistant

PROJECT MANAGEMENT ASSISTANT

FLSA Status: Non-Exempt

Effective Date: January 1, 2025

Company Description

Western Environmental Testing Laboratory (WETLAB) is a full-service, fun, fast-paced, client-oriented environmental testing laboratory. We value our team members and advocate for a healthy balance of work and personal life. Our core values of trust and respect, precision, flexibility, innovation, and fun define us and drive how we treat our team and each other. We hold each other in high regard, we believe in our integrity, honesty, and reliability. We deliver precise, accurate results based on credible science. We are always available to our clients and quickly adapt to requests and demands. We are willing to adjust our attitudes and actions to meet company goals. We are creative thinkers and welcome everyone’s perspective. We think outside-the-box. We are progressive thinkers and provide solutions with a desire to grow and continually improve both professionally and personally. We have a positive community spirit that fosters an enjoyable environment. We are spontaneous and know how to lighten up an otherwise serious situation. We like to have fun at work!

If this sounds like you and you’re looking for a rewarding adventure and opportunity, join us now in our quest to provide superior customer service and valuable data for environmental solutions!

WETLAB is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on age, race, color, sex, religion, sexual orientation, gender identity, national origin, marital status, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. WETLAB makes hiring decisions based solely on qualifications, merit, and business needs at the time in accordance with the Equal Employment Opportunity Act.

Job Summary/Objective:

The Project Management Assistant supports the Client Services team by coordinating administrative, financial, and operational tasks to ensure efficient execution. This role is responsible for assisting with project tracking, billing, reporting, account collections, and database management while providing essential support in Accounts Receivable (AR) and Accounts Payable (AP) functions. The ideal candidate will be detail-oriented, highly organized, and proficient in various administrative tools and systems.

Salary/Wage Range: $18.00 - $22.00 (hourly)

Reports To: Client Services Manager

Location: Sparks, NV

Supervisory Responsibilities:

• N/A

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Project Coordination & Administrative Support:

• Assist Project Manager in tracking project progress, deliverables, and deadlines.

• Organize and maintain project documentation, correspondence, and records.

• Perform data entry, document preparation, and file management tasks.

• Coordinate meetings, schedule appointments with clients, and prepare reports as needed.

• Maintain accurate and up-to-date client and project information.

• Assist with tradeshows (registration, booth set-up, attendee, supply shipments, or tasks, as required)

• Complete daily Project Management review of incoming orders

• Complete and provide quotes, as requested

Financial Support & Billing:

• Review sub-contract invoices for accuracy.

• Manage account collections and follow up on outstanding balances.

• Conduct account setup and perform credit reference checks.

• Support AR and AP functions, including processing payments and managing subcontract lab invoices.

• Perform bank deposits and maintain records of financial transactions.

Database & System Management:

• Upload and manage project data in databases such as EQuIS, Ariba, state drinking water uploads and Avetta.

• Ensure data accuracy and perform regular updates to client and project records.

Mail & Office Management:

• Receive, sort, and distribute incoming mail.

• Maintain Client Services office supplies inventory.

• Provide general administrative support to Client Service teams as required.

Desired Skills/Abilities:

• Ability to complete tasks assigned projects on or before due date.

• Success in working with cross-functional teams.

• Excellent verbal and written communication skills with successful record of presenting via telephoneand in person to both large and small groups.

• Strong communication and interpersonal skills, with the ability to build rapport with clients

• Ability to work with multiple staff while managing several projects simultaneously.

• Well-developed interpersonal and customer service skills.

• Keen attention to detail and accuracy.

• Strong analytical, critical thinking, and problem-solving skills.

• Effective organizational and planning skills in a fast-paced environment.

• Dependable and punctual team player.

• Ability to function well in a fast-paced and at times stressful environment.

• Ability to follow Quality Assurance Plan and Safety Plan.

• Collaborative, results-driven mentality

• Establish and maintain high standards of service quality.

• Comply with all company policies and procedures and state and federal guidelines and regulations.

• Proficiency in Google Suite/Workspace or Microsoft Office Suite including Outlook, Excel, and Word.

• Basic understanding of laboratory processes and service is a plus

Education and Experience

• Associates or Bachelor’s degree in business administration, accounting or related field preferred OR High School Diploma with 1-2 years of customer service experience.

• 2 years of experience in administrative support.

• Strong organizational and time management skills.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and database management.

• Excellent attention to detail and problem-solving abilities.

• Strong communication and interpersonal skills.

• Ability to handle sensitive information with confidentiality and professionalism.

• Previous experience of managing and growing client relationships

• Previous experience with LIMS preferred.

• Valid Drivers License is required

Physical Requirements

• Must be able to stand and or sit for 8 hours per day.

• Prolonged periods of sitting at a desk and working on a computer may be required.

• Completion of tasks that require sitting, standing, bending, twisting, grasping, walking up and down stairs, and lifting up to 50 lbs.

• Attendance at meetings, both in-person and virtual, and participation in conference calls.

Work Environment and Schedule

• Typical office and lab environment, temperature controlled.

• Occasionally outdoors when required to drive and pick-up samples or deliver supplies to clients

• Workweek is 5 days/week, 8 hours/day, day shift, Monday through Friday although a 4/10 schedule may be available. Some overtime and weekend availability.

Travel Required

Ability to travel as needed to meet with clients and attend industry conferences or trade shows.

May require travel throughout the state or country including overnight travel, early mornings, and late nights.

Additional Requirements

Must be able to pass an employment criminal background check and drug screen.

US Work Authorization required.

WETLAB provides employment and opportunities for advancement, compensation, training, and growth according to individual merit, without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, marital status, age, genetic information, or disability in accordance with the Equal Employment Opportunity Act.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $18 - $22