Project Administrative Assistant

RK&K; Philadelphia (Philadelphia County); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Paid time off

Tuition reimbursement

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

401(k) matching

Paid Holidays

Job summary

RK&K in Philadelphia, PA is seeking a Project Assistant to support the Transportation Team with contract administration and management tasks for multiple clients and on-call contracts.

The role involves processing staffing forms, tracking invoices, reviewing subcontractor invoices, entering projects and budgets, and maintaining contract documents while collaborating with others.

Qualifications

• A minimum of three (3) years experience in Contract support and administrative assistance.
• Experience with document management related to legal contracts, etc.
• Strong computer skills with an emphasis on Excel, Word and Outlook.
• Strong verbal and written communication skills.
• Detail oriented, able to keep multiple activities organized digitally, and willing to work collaboratively with others.

Responsibilities

• Complete contract related client forms for staffing approvals, work order changes, subconsultant changes, etc.
• Monitor the process for invoice production (by others) and track invoices through RK&K development and client review, approval, and payment.
• Collect and review subcontractor invoices for inclusion in RK&K invoices (by others).
• Enter new projects and tasks into accounting system as required by the Project Manager.
• Enter and update budgets for new and existing projects and tasks in Accounting System.
• Collect support for Project Managers with contract documentation including client and subcontracts.
• Support client with issue tracking, management support, and documentation retention.
• Organize special events for staff and coordinate professional society needs.
• Perform administration functions for our Philadelphia office as needed.

Skills

Contract administration

Administrative support

Budget tracking

Invoice processing

Legal document management

Microsoft Excel

Microsoft Word

Microsoft Outlook

Communication skills

Team collaboration

Tools

Excel

Word

Outlook

Deltek Vantagepoint

Job description

RK&K is seeking a dynamic and motivated Project Assistant to work from our Philadelphia, PA office. In this role, you will support our Transportation Team leaders with various contract administration and management tasks for multiple clients and on-call contracts. As needed, the individual may also support the team with limited communications and administrative needs.

Essential Functions

• Support our Project Management team with essential project support activities, including:
  • Complete contract related client forms for staffing approvals, work order changes, subconsultant changes, etc.
  • Monitor the process for invoice production (by others) and track invoices through RK&K development and client review, approval, and payment.
  • Collect and review subcontractor invoices for inclusion in RK&K invoices (by others).
  • Enter new projects and tasks into accounting system as required by the Project Manager.
  • Enter and update budgets for new and existing projects and tasks in Accounting System.
  • Collect support for Project Managers with contract documentation including client and subcontracts.
• Support Client Program Management Activities
  • Support client with issue tracking, management support, and documentation retention.
• Organize special events for staff and coordinate professional society needs.
• Perform administration functions for our Philadelphia office as needed.

Required Education and Experience

• A minimum of three (3) years experience in Contract support and administrative assistance.
• Experience with document management related to legal contracts, etc.
• Strong computer skills with an emphasis on Excel, Word and Outlook.
• Strong verbal and written communication skills.
• Detail oriented, able to keep multiple activities organized digitally, and willing to work collaboratively with others.

Preferred Skills and Experience

• Deltek Vantagepoint experience.
• Basic understanding of legal contracts and accounting principles.

Other Duties

This job description indicates the general nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under ADA). It is not designed to cover or contain a comprehensive listing of all activities and duties required by the employee. Other duties are assigned as required.

What We Offer

• Paid time off.
• Tuition reimbursement.
• Health, dental, vision, life, and disability insurances.
• Matching 401(k) plan.
• Paid Holidays.
• Much, much more!