Project Assistant 3

KCI Technologies, Inc.; Lumbrook (DE); On-site; USD 28,000 - 36,000; Full time

Job summary

KCI Technologies, Inc. in Newark, US is seeking a Project Assistant 3 to support project coordination, office operations, and administrative tasks. You will help set up new projects, maintain schedules, track actions, and assist engineers as coursework progresses.

This role provides hands-on growth through civil engineering exposure, site visits, document control, and coordination with subconsultants, with opportunities to advance toward engineering/design positions as competency advances.

Qualifications

• High school diploma is required; bachelor's degree preferred.
• Pre-employment drug screening and background check are conditions of employment.

Responsibilities

• Assist with project administration tasks, set up projects, budgets, folders, and standard project documentation.
• Maintain project schedules, track action items, coordinate kickoff and coordination meetings, and prepare meeting notes.

Education

High school diploma

Bachelor's degree preferred

Job description

Project Assistant 3

Job Locations

US-DE-Newark

ID: 2026-8200

Category: Administrative Support

Type: Full-Time Regular - 40 hours

Posted Date: 16 hours ago (10/26/2026 3:37 PM)

Max: USD $26.00/Hr.

Min: USD $20.52/Hr.

Overview

Join us as we Rise to the Challenge

At KCI, we're building an enduring community that provides unparalleled value to our employee-owners. We make our mark designing and delivering our world-class solutions, so we invest deeply in supporting and developing our team. We reward integrity and commitment, and when we do well, you do well. Our employees have the freedom to innovate, unlimited growth, a voice that matters, a lifestyle that works, and skin in the game. Achievements are shared and celebrated. As a team, we are motivated to better ourselves, each other, and the world around us.

THE COMPANY

KCI Technologies, Inc. is a 100% employee-owned engineering, consulting and construction firm serving clients throughout the United States. KCI is recognized as an industry leader, employing cutting-edge technologies, management practices and strategic growth initiatives. Employee ownership fosters an entrepreneurial spirit, encourages technical expertise, and shapes strategic planning.

KCI is currently ranked #56 on Engineering News-Record's list of the Top 500 design firms in the nation.

KCI BENEFITS INFORMATION

We offer a competitive compensation package, family friendly benefits, a collaborative working environment, and the training, mentoring and resources you need to advance in your career.

We understand that you have choices, and we know that together we will make a great team!

KCI is committed to building a diverse and inclusive staff, and we encourage women, people of color, LGBTQ+ individuals, and individuals with disabilities to apply.

KCI Technologies, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Duties, Responsibilities & Other

The Project Assistant position is intended to provide an opportunity for progressive technical development as the employee advances through a civil engineering degree program. The initial focus of the position will remain project coordination, administrative support, and office operations; however, technical responsibilities may be introduced gradually based on demonstrated capability, workload needs, and academic progress.

Technical growth opportunities may include:

• Assist project engineers and designers with basic Civil 3D/CAD production, including plan setup, annotation, sheet organization, redline incorporation, and drawing revisions.
• Support preparation of existing conditions, demolition, site, grading, utility, erosion and sediment control, and other land development plan sheets under the direction of engineering staff.
• Assist with quantity takeoffs, basic calculations, exhibits, permit applications, agency submission packages, and supporting documentation.
• Participate in site visits, construction observations, field documentation, and project coordination meetings to develop practical understanding of how design documents translate into construction.
• Gain exposure to municipal land development review, permitting, zoning, stormwater, utilities, transportation coordination, and the overall entitlement process.
• Support technical staff with research of municipal codes, design standards, agency requirements, record plans, utility information, and other project background information.
• Progressively assume responsibility for defined technical design tasks under the supervision of a Project Engineer or Project Manager as coursework and technical competency advance.
• Participate in KCI training and mentoring opportunities related to Civil 3D, land development design, permitting, construction, and project management.
• Upon completion of the appropriate education and demonstrated technical competency, transition toward an engineering/design position, with the long-term opportunity to pursue the EIT/PE career path if eligible.

Project administration

• Set up new projects, budgets, folders, and standard project documentation.
• Maintain project contact lists and communication flow charts.
• Create and maintain project schedules based on information provided by the PM.
• Schedule kickoff meetings, coordination meetings, and QA/QC reviews.
• Prepare agendas, take meeting notes, and maintain action-item logs.
• Follow up with internal team members and subconsultants on assigned action items.
• Maintain project status trackers, permit logs, and agency submission logs.
• Assemble submission packages and confirm required documents are included.
• Route documents for signatures, seals, internal review, and client approval.
• Save and organize agency comments, approvals, permits, and correspondence.
• Track recurring client updates and prompt PMs when updates are due.
• Coordinate document uploads, deliveries, printing, and distribution.
• Maintain lists of outstanding information needed from clients, agencies, and subconsultants.
• Track project milestones and notify the PM when dates are approaching or slipping.

Financial and contract administration

• Assist with project budget setup and phase/task organization.
• Maintain fee, contract, amendment, and authorization logs.
• Track subconsultant agreements, invoices, insurance certificates, and remaining budgets.
• Prepare draft invoice backup packages for PM review.
• Confirm PMs receive invoices and supporting documentation.
• Maintain accounts-receivable logs and flag aging invoices.
• Prepare routine payment follow-up drafts for PM approval.
• Track invoice status, client responses, and payment commitments.
• Compare project expenditures against budgets and flag anomalies for the PM.
• Organize contract documents, notices to proceed, amendments, and purchase orders.
• Track reimbursable expenses and required documentation.

Team and workload support

• Build and maintain a practice workload tracker.
• Prepare workload-meeting agendas and document staffing decisions.
• Track major deadlines and known staffing constraints.
• Maintain training, certification, and professional-development records.
• Schedule interviews and coordinate candidate communications.
• Support onboarding and offboarding checklists.
• Maintain recurring meeting schedules and action logs.
• Track employee goals, required check-ins, and review-cycle deadlines.
• Coordinate internal training sessions and maintain training materials.

Office management (support to Rhiannon who serves as the office manager)

• Coordinate office supplies, equipment, deliveries, and vendors.
• Serve as the primary contact for building management, maintenance, HVAC, power, and access issues.
• Coordinate office visitors, conference rooms, lunches, and internal events.
• Maintain staff seating, contact, emergency, and access lists.
• Coordinate onboarding logistics for new hires, including workspace, equipment, access, and introductory meetings.
• Organize office files and shared administrative resources.
• Track professional licenses, certifications, memberships, and renewal dates.
• Assist with travel arrangements, conference registrations, and expense documentation.
• Coordinate employee celebrations, recognition, community events, and charitable activities.
• Maintain general office calendars and communicate closures, outages, or logistical updates.

Once the person understands the work and proves reliable, the role could expand to:

• Independently manage project schedules and action-item follow-up.
• Coordinate routine client status updates using PM-approved information.
• Lead administrative portions of project kickoff meetings.
• Coordinate multidisciplinary and subconsultant deliverables.
• Maintain permit matrices and agency coordination schedules.
• Prepare draft scope and fee tables from PM direction.
• Track changes that may require additional services.
• Monitor budgets and prepare routine project health summaries.
• Manage recurring municipal plan-review intake and routing.
• Coordinate closeout packages, final approvals, record documents, and archiving.

Qualifications

• High school diploma is required; bachelor's degree preferred.
• Pre-employment drug screening and background check are conditions of employment. Motor vehicle checks may be required based upon position.