Project Management Assistant

Whitman, Requardt and Associates, LLP; York (York County); On-site; USD 42,000 - 60,000; Full time

Job summary

Whitman, Requardt & Associates, LLP in York, PA seeks a Project Management Assistant to support our Pennsylvania, Florida, and National Practices throughout the project lifecycle.

The role works with Project Managers, Contracts, Accounting, and leaders to ensure projects are financially sound, contractually compliant, and efficiently managed.

Qualifications

• Bachelor's degree in Business Administration, Finance, Accounting, Project Management, or related field.
• 0-4 years of relevant experience.
• Strong proficiency with Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Excellent organizational and communication skills; able to manage multiple priorities.

Responsibilities

• Assist with the development and preparation of project proposals and fee estimates.
• Support project setup and maintenance after award.
• Monitor project performance and financial data to aid delivery.
• Assist with budget tracking, forecasting, and reallocations.
• Review invoicing packages for accuracy before submission.
• Coordinate with accounting and PMs to resolve issues.
• Support project closeout activities and final invoicing.

Skills

Organizational skills

Communication skills

Time management

Multi-tasking

Education

Bachelors in Business/PM

Tools

Microsoft Office Suite

Deltek Vision

Job description

At Whitman, Requardt & Associates, LLP, we are 'People Focused and Project Driven'. We have been in business for more than 110 years and we are known for our quality work and quality employees. This is your chance to join our team - help us to design the infrastructure and buildings that improve the world!

Whitman, Requardt & Associates, LLP (WRA) is seeking an energetic, highly organized, and detail-oriented Project Management Assistant to join our team in York, PA. This position will support our Pennsylvania, Florida, and National Practices by providing project and contract administration support throughout the entire project lifecycle, from post-award and contract setup through closeout.

The successful candidate will work closely with Project Managers, Practice Leaders, Contracts, Accounting, and other internal stakeholders to help projects be financially successful, contractually compliant, and efficiently managed.

Responsibilities

The responsibilities of this position include, but are not limited to, the following:

• Assist with the development and preparation of project price proposals and fee estimates.
• Support project setup and maintenance activities following contract award.
• Monitor project performance and financial data to assist Project Managers with project delivery.
• Assist with project budget tracking, forecasting, and budget reallocation.
• Review monthly invoicing packages for accuracy and completeness prior to client submission.
• Coordinate with Accounting and Project Managers to resolve invoicing and project financial issues.
• Assist with project closeout activities, including final invoicing and contract completion requirements.

Contract Administration Support

• Draft subconsultant agreements utilizing WRA standard contract templates.
• Coordinate contract review and negotiation activities between WRA, subconsultants, and project teams.
• Track agreement status and maintain contract documentation from project initiation through execution.
• Maintain organized project and contract files in accordance with company procedures.
• Assist in monitoring contract requirements, key deliverables, and project documentation.
• Provide administrative and project coordination assistance to Project Managers as needed.
• Assist with project reporting, schedule updates, and status tracking.
• Coordinate project-related documentation and communications.
• Support special projects and operational initiatives as assigned.

Requirements

• Bachelor’s degree in Business Administration, Finance, Accounting, Project Management, or a related field.
• 0-4 years of relevant experience
• Strong proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently while collaborating effectively with diverse project teams.

Preferred Qualifications

• Prior experience supporting project management, finance, accounting, contract administration, or professional services operations.
• Familiarity with project financial management, budgeting, or invoicing processes.
• Experience working in an engineering, architecture, consulting, or construction-related environment.
• Experience with Deltek Vision/Vantagepoint or similar project accounting software is a plus.

Required Submissions

• Resume
• A copy of current, or most recent, school transcript

WRA recognizes that employees play an important role in its success. Our commitment to full-time employees is reflected in the comprehensive benefits package we offer:

• Leave accrual and paid holidays
• Group Life Insurance, as well as additional optional life Insurance, short and long term disability insurance
• Flexible spending accounts for medical and dependent care reimbursement
• 401(k) Retirement Plan
• Tuition Reimbursement
• Employee Assistance Program
• Parental and maternity leave benefits

WRA is an equal opportunity/affirmative action employer and complies with all applicable anti-discrimination laws.

Applicants must be currently authorized to work in the United States on a full-time basis without the need for employment-based visa sponsorship now or in the future. WRA will not sponsor applicants for U.S. work visa status for this opportunity. (no sponsorship is available for H-1B, L-1, TN, O-1, E-3, H-1B1, F-1, J-1, OPT, CPT or any other employment-based visa)