Project Assistant - Network, Integration, & Automation

Brooksource; Town of Florida (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

Brooksource is seeking a Project Assistant for its Network, Integration, and Automation (NIA) team to support project managers, engineers, and project teams across infrastructure and utility projects. The role focuses on organizing documentation, coordinating communications, and ensuring deliverables are completed efficiently in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple projects and stakeholders while maintaining accurate

Qualifications

• High school diploma or GED is required.
• Experience supporting projects or administrative functions preferred.
• Strong organizational skills and attention to detail.
• Proficiency with MS Office and collaboration with stakeholders.

Responsibilities

• Organize and maintain project documentation and electronic records.
• Coordinate project communications and meeting logistics.
• Track project status and assist with reporting tools.
• Prepare project reports, presentations, and client deliverables.
• Support travel arrangements and project logistics.
• Provide general office support and assist with invoicing routing.

Skills

Organizational skills

MS Office proficiency

Communication skills

Attention to detail

Team collaboration

Multitasking

Education

High School Diploma or GED

Tools

Microsoft Office Suite

Job description

Our client, a nationally recognized, 100% employee-owned engineering, procurement, and construction (EPC) firm, is seeking a Project Assistant for their Network, Integration, and Automation (NIA) team to support project managers, engineers, and project teams across a growing portfolio of infrastructure and utility projects.

This role plays a critical part in project execution by maintaining project documentation, coordinating team communications, tracking project information, and ensuring project deliverables are organized and completed efficiently. The ideal candidate is highly organized, detail-oriented, and enjoys working in a fast-paced environment supporting multiple projects and stakeholders.

Description

• Organize and maintain project documentation, files, correspondence, and electronic records.
• Develop a working knowledge of the team’s technical and engineering processes, terminology, systems, and project deliverables to better understand project needs and effectively support engineers and project managers.
• Coordinate project communications, meeting logistics, and follow-up action items.
• Support project managers and engineering teams with day-to-day project coordination and administrative activities.
• Track project status updates and assist with maintaining project reporting tools and team trackers.
• Record and distribute meeting minutes, notes, and project updates.
• Support document control processes, including document revisions, updates, and distribution.
• Assist with preparing project reports, presentations, and client deliverables.
• Support project teams with data entry, document management, and information tracking.
• Coordinate travel arrangements, meeting scheduling, conference room reservations, presentations, interviews, and other project logistics.
• Assist with invoice routing, project billing documentation, and project-related administrative support.
• Answer incoming phone calls, direct inquiries appropriately, and provide general office support as needed.
• Sort, distribute, and prepare incoming and outgoing mail, packages, and project correspondence.
• Maintain project records in accordance with company and client requirements.
• Support multiple project teams simultaneously while managing competing priorities and deadlines.
• Perform other duties as assigned.

Requirements

• Strong interest and aptitude for learning technical concepts and engineering terminology; while this is not an engineering role, the Project Assistant will be expected to become familiar with the technical work performed by the NIA team and continuously build their knowledge of the industry.
• High School Diploma or GED required.
• Prior experience supporting projects, teams, operations, or administrative functions preferred.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to work effectively with project managers, engineers, clients, and other stakeholders.
• Experience maintaining project documentation, trackers, reports, databases, or filing systems preferred.
• Ability to work independently while contributing to a collaborative team environment.
• Strong problem-solving skills and a proactive approach to supporting project teams.

EEO Statement

Brooksource is an equal opportunity employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, lactation and related medical conditions), gender identity or gender expression, sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances.

Brooksource offers competitive medical, dental, vision, Health Savings Account, Dependent Care FSA, and supplemental coverage with plans that can fit each employee’s needs. We offer a 401k plan that includes a company match and is fully vested after you become eligible, paid time off, sick time, and paid company holidays. We also offer an Employee Assistance Program (EAP) that provides services like virtual counseling, financial services, legal services, life coaching, etc.

Pay Disclaimer

The pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.