Administrative Assistant

Mead & Hunt, Inc; Milwaukee (WI); On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

Flexible schedules

Employee-owned firm

Supportive team

Job summary

Mead & Hunt, Inc. is seeking an Administrative Assistant for our West Allis, Wisconsin office. This part-time role supports Project Managers with coordination, workload management, and advanced administrative assistance to project teams.

Responsibilities include creating start-up opportunities in Vision and AEC software, preparing pre-contract items, and leading project setup and budgets. Ideal candidates have an associates degree plus experience, or four years of related office work.

Qualifications

• Associate degree in related field plus two years of related experience or four years of related office experience without a degree.

Responsibilities

• Assist Project Managers by coordinating tasks and workload and providing administrative support.
• Prepare start-up forms, risk management items, and ensure contract-related items are in order.
• Lead project setup, filing structure, and budget/performance tracking per project manager.
• Monitor schedules, provide status updates on milestones, budgets, and deliverables.
• Prepare agendas and minutes for project/admin meetings; QA/QC documents as needed.
• Communicate with clients, sub-consultants, and agencies; review insurance certificates.
• Process contracts, subcontracts, and purchase orders; maintain project files and logs.

Skills

Project coordination

Communication

Time management

Education

Associate degree in related field

Tools

Microsoft Office

Job description

Mead & Hunt, Inc., a nationally recognized professional services consulting firm, has an exciting opportunity for an Administrative Assistant. This position assists Project Managers by providing project coordination, assisting with workload/tasks, and providing advanced administrative support to project teams. This opportunity is available at our West Allis, WI office location and will be a part-time position.

Responsibilities include:

• Create opportunities in Vision and Microsoft AEC 360 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 Managers on contract/change order receipt, project billing milestones/status, budgets, and deliverable deadlines and compile project documents
• Track and inform staff of changes to local, state, and federal guidance changes to applicable rules and regulations
• Attend internal and external project/admin 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; request and review insurance certificates
• 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 review certified payroll records submitted by contractors and subcontractors to document compliance with state and federal regulations
• Perform other duties as assigned

Successful candidates must have the following:

• Associate degree in related field plus two (2) years of related experience

--OR--

• If no degree, four (4) years of related office experience

Ideal candidates will have any/all of the following:

• Four or more years of relevant experience
• Experience with Microsoft Office Products
• Understanding of general contracting language and terminology.
• Capacity to leverage current and emerging technologies to provide value to the responsibilities listed

Why Mead & Hunt?

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

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

Employment is contingent upon successful completion of applicable pre-employment screening requirements.

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