Project Assistant - PENTA Engineering Corporation

Key Focus Areas:

Performs administrative duties related to projects by handling all incoming and outgoing project documentation, managing the project filing system, and collaborating in the review and issuance of "Deliverables" (drawings, documents, budgets, specifications, bid packages, purchase orders, contracts, schedules, reports, etc.). Supports Team Members (Project Principal, and Lead Engineers), and interfaces with accounting department as required.

Monitoring, controlling, and analyzing projects activities ensuring that all phases have been set correctly in our ERP system at the Project setup. Assists PMs in tracking project budgets and schedules. Reports project progress to project managers and accounting department.

List of Key Responsibilities:

• Coordinates organizational, data processing and document review areas ensuring that all data and documentation is handled, per Company standards, in a manner for easy retrieval, control, utilization and storage.
• Scans and/or reproduces drawings or documents as required for different in-house purposes, or for remittance to clients.
• Attends project meetings, when required, and generates and distributes the minutes to attendees.
• Maintains close contact with the Project Managers, exercising flexibility to respond to current priorities per project or Client needs.
• Prepares and edits documents as required for project execution, including design criteria, specifications, project change orders, schedule, site visit reports, various types of project reports, and other project-related communications.
• Logs information related to in-house drawings on the project, revisions and drawing status, dates, vendor information, when drawings are due, as required.
• Prepares, receives, distributes, and files all email and other project correspondence from and to vendors, clients and subcontractors.
• Supports all aspects of Quality Assurance functions associated with document coordination, record coordination and control, and general office support.
• Maintains confidentiality of all project-related issues and files.
• Answers phones and directs calls as backup for the receptionist and other receptionist duties, as required.
• Helps project managers (PMs) with the generation of new projects in the ERP, based on the Project's proposal, and assists in the scheduling of resources depending on their availability.
• On a weekly basis, provides status summary for all projects' budgets.
• Assists Department Managers in assigning project hours to the staff and maintain the Backlog projection for at least 2 weeks ahead.

• Identifies the staff that has been overbooked and brings it to the attentions of the Chief Engineer.
• Checks Actual time entered in ERP vs Scheduled time and creates a report for the DPMO weekly.
• Confirms all resources spent, the scheduled time assign to them on the current week on billable projects instead of Overhead.
• Monitors the Backlog of all Engineering Disciplines and prepares biweekly reports.
• Provides ERP assistance to all employees.
• Communicates to the PM their projects budgets' status and tracks estimates to complete on weekly basis.

Education, Licenses and/or Experience (Requirements)

• College or Associate degree preferred
• 3 to 5 years of experience performing data entry, general administrative office duties and Project Management
• Experience in engineering office or construction office and project support preferred

Other Credentials, Aptitude, Knowledge and Qualifications (Requirements)

• Understanding of the engineering and construction industry
• Knowledge and experience using computers and appropriate software and other tools as required to produce drawings and documentation.
• MS Office
• Familiarity with reference materials and where/how to find information needed in professional work
• High comfort level with technology and computer software
• Ability to repetitively enter data into a computer, sit and focus on a computer screen for periods of six to eight hours

Competencies:

• Excellent keyboard skills and commitment to high quality work
• Positive attitude toward duties, clients/callers and co-workers
• Strong attention to detail and high level of accuracy
• Excellent organizational and Teamwork skills
• Good verbal and written communication skills (grammar, spelling)
• Commitment to maintaining the company's professional image and reputation with error free work
• Excellent communication skills with ability to coordinate work with other staff members including written and verbal communication
• Good understanding of problem-solving approaches and techniques.