Project Assistant

BKF Engineers; Sacramento (CA); On-site; USD 41,328 - 55,104; Full time

Benefits offered by this job

Competitive wages

End-of-year bonuses

401k

100% medical, dental, and vision coverage

Job summary

A leading engineering firm in California seeks a project assistant to support multiple project managers in a fast-paced environment. The ideal candidate should have 2-5 years of experience, proficiency in Microsoft Office Suite, and strong organizational skills. Responsibilities include assisting with correspondence, tracking issues, and handling accounts receivable collections. The position offers competitive pay and comprehensive benefits.

Qualifications

• 2-5 years of experience as a project assistant or coordinator, preferably in the AEC industry.
• Reliable method of transportation to and from the office and job sites.
• Ability to work in a fast-paced environment and prioritize tasks.

Responsibilities

• Assist project manager in preparation of project-related correspondence.
• Track and monitor outstanding issues for active projects.
• Coordinate with Project Managers and accounting team members to resolve payment discrepancies.

Skills

Strong organizational and time management skills

Excellent written and verbal communication skills

Proficiency in Microsoft Office Suite

Attention to detail and accuracy

Ability to work collaboratively and independently

Tools

PDF editor (Bluebeam Revu preferred)

AutoCAD

Job description

Overview

We are looking for a project assistant to support several project managers and join the land development project assistant team! This position can be primarily based out of our Newport Beach, Sacramento, Redwood City, San Jose, Walnut Creek, and Pleasanton offices. The ideal candidate has 2-5 years of experience working as a project assistant or coordinator, preferably in the AEC industry. They should have a strong working knowledge of Microsoft Office Suite and be able to juggle many tasks while working in a high-energy environment.

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 Land development 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 Land Development 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

• 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

• Competitive salaries, end of year bonuses, profit sharing, and 401k
• BKF pays 100% of the premiums for medical, dental, and vision coverage and 50% for your dependents
• 14 days of paid vacation time, 6 paid sick days, 8 paid Holidays
• Education reimbursement, Paid annual dues for professional and societal organizations
• BKF offers competitive and award-winning benefits and perks. To learn more, click here.

Pay

• The typical base salary range for this position is $30.00/hour - $40.00/hour depending upon skills, experience, education, and geographical location. This is an hourly position paid biweekly

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.

BKF Engineers does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and a specific solicitation for the position or other approved engagement request for the position with BKF Engineers, BKF Engineers reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited submittals are done at the risk of the recruiter.