Project Coordination Admin Assistant | Flexible Schedules

Mead & Hunt; Milwaukee (WI); On-site; USD 20,000 - 32,000; Part time

Benefits offered by this job

Strong Company Culture

Robust Career Advancement, Training, &

Growth Opportunities

Employee-Owned Firm

Flexible Schedules

Diverse Skillsets, One Company

Job summary

Mead & Hunt, Inc. is seeking an Administrative Assistant for a part-time role in our West Allis, WI office. The candidate will support Project Managers with project coordination, workload management, and advanced administrative tasks for project teams.

Responsibilities include setup, client coordination, document QA, and invoicing support. Ideal candidates have an Associate degree or equivalent experience; four years of office experience is acceptable without a degree.

Qualifications

• Associate degree in related field plus two years of related experience.
• If no degree, four years of related office experience.
• Ideal candidates will have four or more years of relevant experience.
• Experience with Microsoft Office Projects.

Responsibilities

• Create opportunities in Vision and Microsoft AEC 360 for client/project start-ups.
• Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.).
• Lead project set-up including filing structure, configuring setup forms, phases, tasks, and budgets per Project Manager or contracts.
• Monitor schedules and deadlines; provide status updates on contracts, invoices, budgets and deliverables.
• Track changes to local, state, and federal guidance and regulations.
• Attend meetings; prepare agendas and distribute minutes as requested.
• Write, edit, and QA various documents: internal communications, contracts, proposals, and reports.
• Communicate with clients, sub-consultants, and agencies; review insurance certificates.
• Manage project files, logs, purchase orders, contracts, submittals, and close-out; process executed contracts and subcontracts.
• Track receivables; assist with invoicing and project budgets.
• Receive and confirm client purchase orders; ensure match to Mead & Hunt proposal.
• May act as project liaison for sub-consultants; monitor deliverables and negotiate terms with risk management.
• May review certified payroll records for compliance with regulations.
• Perform other duties as assigned.

Skills

Project coordination

Administrative support

Document management

Communication

Office software

Education

Associate degree in related field

High school diploma with 4+ years experience

Tools

Vision

AEC 360

Microsoft Office Projects

Job description

Mead & Hunt, Inc. is seeking an Administrative Assistant for a part-time role in our West Allis, WI office. The candidate will support Project Managers with project coordination, workload management, and advanced administrative tasks for project teams.

Responsibilities include setup, client coordination, document QA, and invoicing support. Ideal candidates have an Associate degree or equivalent experience; four years of office experience is acceptable without a degree.