Project Assistant

Talentify; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Talentify in Houston seeks a Project Assistant to support project managers and project teams with administrative, documentation, financial-tracking, and coordination tasks for engineering and infrastructure projects. You will help maintain records, monitor progress, coordinate communications, prepare project-related documents, and assist with invoices, cost documentation, and travel arrangements.

The role requires a high school diploma or GED, at least 5 years of relevant experience, and

Qualifications

• High school diploma or GED.
• Min 5 yrs relevant experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, deadlines, and document requirements.
• Effective written and verbal communication skills.
• Ability to communicate and coordinate professionally with multiple internal and external parties.
• Previous office, clerical, project coordination, or project-assistant experience.
• Experience supporting engineering, construction, public infrastructure, or utility projects.
• Experience reviewing invoices or compiling cost estimates, billing records, reimbursement packages, or other financial documentation.
• Familiarity with construction documents, permits, accounting ledgers, invoices, construction reports, or redlines.
• Exposure to CAD software or the ability to assist with basic project or scoping maps.
• Strong Microsoft Excel skills, particularly when organizing, tracking, and reviewing project or cost information.

Responsibilities

• Provide general administrative and clerical support for company projects.
• Organize and maintain project files, filing systems, correspondence, and project communications.
• Perform project-related data entry and maintain accurate project information.
• Track project status and assist with preparing monthly progress reports and other status updates.
• Maintain tracking systems, project calendars, team rosters, contact lists, and project execution plans.
• Update record copies, engineering documentation, construction reports, redlines, and project changes.
• Record, prepare, and distribute minutes from Project Manager and project-team meetings.
• Review invoices and supporting documentation for accuracy and completeness.
• Assist with compiling cost documentation, estimates, accounting records, invoices, and reimbursement or billing packages.
• Prepare memos, correspondence, reports, presentations, and other documents as requested.
• Coordinate travel arrangements and other internal services required for project needs.
• Prepare and distribute project correspondence, electronic communications, mailings, and labels.
• Reserve conference rooms and coordinate client, vendor, supplier, and agency presentations, meetings, and interviews, including setup and cleanup.
• Schedule and support client interviews, presentations, and other project meetings.
• Coordinate with project personnel, accounting teams, clients, vendors, utilities, agencies, and other stakeholders to obtain required documentation.
• Assist with the organization of agreements, permits, cost records, compliance documentation, and other project deliverables.
• Perform other duties as assigned.
• Comply with all company policies and standards.

Skills

Organizational skills

Communication skills

Time management

Multitasking

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

CAD software (familiar)

Job description

Project Assistant
Houston, TX
12 month contract to hire

The Project Assistant supports Project Managers and project teams by providing administrative, documentation, financial-tracking, and coordination support for engineering and infrastructure projects. This position helps maintain accurate project records, monitor progress, coordinate communications, and support the preparation of project-related documentation.

Essential Duties and Responsibilities

1. Provide general administrative and clerical support for company projects.
2. Organize and maintain project files, filing systems, correspondence, and project communications.
3. Perform project-related data entry and maintain accurate project information.
4. Track project status and assist with preparing monthly progress reports and other status updates.
5. Maintain tracking systems, project calendars, team rosters, contact lists, and project execution plans.
6. Update record copies, engineering documentation, construction reports, redlines, and project changes.
7. Research and compile information needed to respond to project-related questions.
8. Record, prepare, and distribute minutes from Project Manager and project-team meetings.
9. Review invoices and supporting documentation for accuracy and completeness.
10. Assist with compiling cost documentation, estimates, accounting records, invoices, and reimbursement or billing packages.
11. Prepare memos, correspondence, reports, presentations, and other documents as requested.
12. Coordinate travel arrangements and other internal services required for project needs.
13. Prepare and distribute project correspondence, electronic communications, mailings, and labels.
14. Reserve conference rooms and coordinate client, vendor, supplier, and agency presentations, meetings, and interviews, including setup and cleanup.
15. Schedule and support client interviews, presentations, and other project meetings.
16. Coordinate with project personnel, accounting teams, clients, vendors, utilities, agencies, and other stakeholders to obtain required documentation.
17. Assist with the organization of agreements, permits, cost records, compliance documentation, and other project deliverables.
18. Perform other duties as assigned.
19. Comply with all company policies and standards.

Requirements:

Preferred Qualifications

• High school diploma or GED.
• Min 5 yrs relevant experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, deadlines, and document requirements.
• Effective written and verbal communication skills.
• Ability to communicate and coordinate professionally with multiple internal and external parties.
• Previous office, clerical, project coordination, or project-assistant experience.
• Experience supporting engineering, construction, public infrastructure, or utility projects.
• Experience reviewing invoices or compiling cost estimates, billing records, reimbursement packages, or other financial documentation.
• Familiarity with utility agreements, supplemental agreements, project closeout documentation, or agency reimbursement processes.
• Experience coordinating documentation with utility companies, government agencies, accounting personnel, contractors, or other project stakeholders.
• Familiarity with construction documents, easements, permits, accounting ledgers, invoices, construction reports, or redlines.
• Exposure to CAD software or the ability to assist with basic project or scoping maps.
• Strong Microsoft Excel skills, particularly when organizing, tracking, and reviewing project or cost information.

We are an Equal Opportunity Employer and value the benefits of diversity in our workforce. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity and expression, national origin, disability, protected Veteran status, or any other attribute or protected characteristic by law.