Project Assistant

Terracon; Lexington (KY); On-site; USD 40,000 - 60,000; Full time

Job summary

Terracon is seeking a dedicated project delivery support specialist in Lexington, Kentucky. You will manage project documentation and assist project teams, ensuring quality standards while providing a great client experience.

Preferred candidates will have a high school diploma and at least 2 years of related experience, with skills in Microsoft Office and familiarity with gINT Geotechnical software and AutoCAD LT. This role is vital in supporting both financial management and project execution.

Qualifications

• Minimum of 2 years’ related experience required.
• Experience with document control and project administration.
• Ability to communicate clearly with clients and project teams.

Responsibilities

• Provide administrative support to project teams.
• Assist project managers with resource management.
• Manage project documentation and ensure quality standards.

Skills

Document control

Project tracking

Data entry

Microsoft Office applications

Client communication

Education

High school diploma

Associate or bachelor's degree in related field (preferred)

Tools

gINT Geotechnical software

AutoCAD LT

Job description

Overview

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.

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 the project team with fee estimate and change order management.
• Perform data entry or updates to documentation and 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 document control for projects per established processes to ensure adherence to quality standards and project and program requirements.
• 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.
• 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 communicating 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 estimates 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 responses to requests for information 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.

Qualifications / 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.