Project Assistant

Terracon; Buffalo (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Terracon in Buffalo, NY seeks a diligent project delivery support specialist to help with document control, project tracking, and client communications, ensuring quality and consistency across engagements. This role supports project managers and financial teams to capture timelines, budgets, and deliverables while maintaining TerraNet and CRM updates.

Key tasks include data entry, drafting reports and proposals, assisting with change orders, and preparing project communications plans.

Qualifications

• High school diploma required; an associate or bachelor’s degree preferred.
• Experience with gINT Geotechnical software and AutoCAD LT preferred.
• Proficiency in Microsoft Office.
• A valid driver’s license may be required.

Responsibilities

• Provide document control for projects per established processes to ensure adherence to quality standards.
• Assist project/program manager with resource management and resource assignment.
• Partner with financial analysts/accountants to collect and enter information to support tracking of project details including timelines and budgets.
• Assist the project team with drafting report deliverables and proposals.
• Draft, track and maintain project change orders and invoicing tasks as needed.
• Update TerraNet and CRM with project data and milestones.
• Provide administrative support to project team supporting Operations.

Skills

Resource management

Report drafting

Data entry

Client communication

Administrative support

Microsoft Office

Education

High school diploma

Associate degree

Bachelor's degree

Tools

gINT Geotechnical software

AutoCAD LT

TerraNet

CRM systems

Job description

General Responsibilities:

• Provide project delivery support including document control and administration, project tracking, project quality and consistency, and drafting communications resulting in great client experience.

Essential Roles and Responsibilities:

• Assist project/program manager with resource management and resource assignment.
• Partner with financial analysts/ accountants to collect and enter information to support tracking of project/program details including timelines, budgets, timelines/schedules, proposals, contracts, deliverable dates, etc. in applicable process systems.
• Assist the project team with drafting report deliverables and proposal deliverables.
• Partner with financial analysts/ accountants and project team with fee estimate and change order management.
• Perform data entry or updates to documentation & systems including TerraNet and CRM.
• Partner with financial analysts/ accountants and the project team to support management of project Work in Progress (WIP), invoicing and Accounts Receivable (AR).
• Answer questions by Operations on Terracon client programs and system use.
• Provide administrative support to project team supporting Operations, National Accounts or Sectors.
• Update and maintain project/program details in spreadsheets or other appropriate tracking systems including timelines, budgets, schedules, proposals, deliverable dates, etc.

Document Control

• Provide document control for projects per established processes to ensure adherence to quality standards and project and program requirements.

Project Delivery Support

• Provide updates to project/program team leaders on client deliverables and status of projects, including subtask timelines and deliverable dates including financials (provided by financial analysts/ accountants) or other areas as needed.
• Assist with updates to TerraNet and/or CRM.
• Partner with financial analysts/ accountants to support proposal and project registration setup as needed.
• Assist with updates to Program Manual or related documents.
• Assist project/program leadership with client communication plans.
• Assist with tracking and communicate project milestones to project team.
• Prepare specific written report sections and associated drawings and attachments.
• Partner with financial analysts/ accountants and the project team to draft proposals and fee estimate for standard or routine projects.
• Draft, track and maintain project change orders.
• Partner with financial analysts/ accountants and the project team to perform project registration and invoicing tasks, as needed.
• Maintain inventory of contracts for each project including status and ensuring signed contract is on file.
• Prepare request for information responses regarding design changes, as directed.
• Assist with utility locating services and clearances, as directed.
• Perform other engineering support tasks including development of drawings and directives for proposed boring and test pit locations and plans, preparation of boring and test pit logs and coordination of drilling, and field classification of soil and rock samples, as directed.
• Schedule and communicate with the client regarding project report status and delivery schedule.

Compass Delivery Focus

• Maintains and updates project-level Compass, as applicable.
• Provides training and coaching to operational project managers and team members on the use and applicability of Compass to enhance the Client Experience.

General

• Follow safety rules, guidelines, and standards for all projects. Participate in pre-task planning. Report any safety issues or concerns to management.
• Be responsible for maintaining quality standards on all projects.
• Perform other duties as assigned.

Requirements:

• High school diploma and a minimum of 2 years' related experience.
• Associate or bachelor's degree in related field preferred.
• Experience with gINT Geotechnical software and AutoCAD LT preferred (if applicable)
• Fluent in Microsoft Office applications.
• A valid driver's license with acceptable violation history may be required.