Project Assistant

BKF Engineers; Newport Beach (CA); On-site; USD 41,328 - 57,859; Part time

Benefits offered by this job

Competitive salaries

Flexible schedules

Education reimbursement

Generous paid time off packages

Job summary

BKF Engineers in Newport Beach, California is looking for a Project Assistant to support project managers in preparing documentation, tracking billing, and maintaining communication with clients.

The ideal candidate has 2-5 years of experience in the AEC industry, with strong organizational and communication skills. This hourly position offers a competitive salary range of $30 - $42, along with flexible working schedules and generous benefits.

Qualifications

• 2-5 years of experience as a Project Assistant or Coordinator, preferably within the AEC (Architecture, Engineering, and Construction) industry.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Assist project manager in preparation of draft letters and emails for project-related correspondence.
• Assist in tracking project billing and creating monthly progress reports.
• Maintain and update Accounts Receivable aging reports.

Skills

Organizational skills

Time management skills

Written communication skills

Verbal communication skills

Microsoft Office Suite proficiency

Attention to detail

Education

2-5 years of experience in AEC industry

Tools

MS Outlook

MS Excel

PDF editor (Bluebeam Revu preferred)

AutoCAD

Job description

BKF is a multi-service infrastructure consulting firm providing civil engineering and surveying services across California, the Pacific Northwest, and beyond. With offices throughout California and the Portland area, BKF has served transportation, water resources, land development, government, and federal clients for over 110 years.

At BKF, you'll find a unique opportunity to grow your career with intention. Our culture values professional autonomy, innovation, and meaningful collaboration across offices. We are proud to be recognized with the Great Place to Work certification for the second year in a row.

Responsibilities

• Assist project manager in preparation of draft letters (MS Word) and emails (MS Outlook) for project-related correspondence (proposals, additional service requests, etc.)
• Assist project manager by updating and maintaining electronic lists (MS Outlook, MS Excel, and/or Google Docs)
• Assist project manager in tracking project billing and creating monthly progress reports
• Assist with opening project numbers for proposal pursuits and contracted projects
• Set up project folders and help file project-related documentation
• Track and monitor outstanding issues for active projects until each issue is resolved. Work with project managers and project engineers to update outstanding issues lists
• Track and monitor meetings and attendees lists
• During plan production and distribution, plot and collate hard copy plan sets and/or compile electronic plan sets (pdf)
• Track contractor material submittals and RFIs, coordinate BKF responses and follow up with reviewing agencies for final approval. Maintain submittal and RFI logs
• Draft various BKF contract documents (e.g., Professional Services Agreements, Subconsultant Agreements, Amendments) for project team review
• Submit contract review requests to the contracts team as needed
• Track the status of contract reviews.
• Assist with quarterly contract management reporting and follow-up
• Request Certificates of Insurance (COIs)
• Visit sites to photograph existing site conditions (requires reliable method of transportation).
• Pick-up/drop-off of project items (requires automobile and driver's license).
• Assist Project Managers and Water Resources Sector with Accounts Receivable collections outreach to clients via phone and email correspondence to follow up on outstanding payments.
• Maintain and update Accounts Receivable aging reports, tracking progress on collections efforts and noting communication history and tracking logs.
• Coordinate with Project Managers and accounting team members to resolve client billing or payment discrepancies.
• Prepare Basic reports and collections metrics to track and communicate collection status to management.
• Assist Project Managers and Water Resources Sector as needed on Special projects and administrative tasks.
• Assist project manager in preparation of draft letters (MS Word) and emails (MS Outlook) for project-related correspondence (proposals, various contractual documentation, additional service requests, etc.)

Requirements

• 2-5 years of experience as a Project Assistant or Coordinator, preferably within the AEC (Architecture, Engineering, and Construction) industry
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite, PDF editor (Bluebeam Revu preferred)
• AutoCAD experience is a plus but not required
• Ability to work in a fast-paced environment and prioritize tasks
• Attention to detail and accuracy
• Ability to work collaboratively and independently
• Experience in the engineering or construction industry is a plus
• Reliable method of transportation to and from the office and various job sites

Physical Demands

Must be able to regularly talk, hear and operate a computer, keyboard and mouse and occasionally lift, pull/push and carry up to 20 pounds with accommodations.

Work Conditions

Exposure to constant or intermittent sounds at a low or moderate level consistent with an office setting. Exposure to high-stress, fast-paced, deadline-oriented environment. Travel to other BKF locations and client sites may be required.

Benefits

• The typical base salary range for this position is $30 - $42 hourly and will vary depending upon skills, experience, education, and geographical location. This is an hourly position, paid bi-weekly
• Competitive salaries, profit sharing, and 401k
• Generous paid time off packages
• 9 Paid Holidays
• Flexible schedules
• Education reimbursement, Paid annual dues for professional and societal organizations
• BKF offers competitive and award-winning benefits and perks.

BKF Engineers provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.