Sr. Project Assistant, Renewables

Westwood Professional Services; Scottsdale (AZ); On-site; USD 52,000 - 76,000; Full time

Job summary

Westwood Professional Services, Inc. in Scottsdale, AZ seeks a Senior Project Assistant to support the Renewables Division with project coordination, scheduling, and documentation.

You will manage contracts, data in CLX/Vantagepoint/Bonfire, prepare proposals, and assist project managers through the lifecycle, ensuring quality and compliance. This role emphasizes collaboration and timely communication within a professional services environment.

Qualifications

• Bachelor's degree preferred or equivalent job-related experience.
• Experience in a professional services environment.
• Excellent communication and interpersonal skills.
• Ability to independently process work accurately and efficiently.
• Strong organizational skills and ability to manage multiple tasks and meet deadlines.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to communicate effectively with employees at all levels of the organization.

Responsibilities

• Provide general project support to the Renewables Division.
• Maintain project schedules and budgets.
• Prepare meeting agendas and minutes; follow up on action items.
• Coordinate contracts, proposals, and prequalifications with project managers.
• Support project managers throughout the invoicing cycle and data management tasks.
• Ensure data integrity in Deltek Vantagepoint and related systems.

Skills

Project coordination

Communication

Data management

Team collaboration

MS Office

Contract management

Attention to detail

Education

Bachelor's degree or equivalent

Tools

Deltek Vantagepoint

CLX

Vantagepoint

Bonfire

Job description

Senior Project Assistant, Renewables Division

Westwood Professional Services, Inc.

Job Type

Full-time

Description

The Sr. Project Assistant is responsible for providing general project support to the Renewables Division, ensuring project schedules and budgets are met. This role plays a crucial part in the project lifecycle, contributing to best practice management and overall project success.

Requirements

Business Operations

• Serve as a subject matter expert in contract management, understanding various contract types and necessary signatures/approvals.
• Act as a subject matter expert for data management and best practices in Westwood data systems such as CLX, Vantagepoint, and Bonfire.
• Possess expertise in Westwood's license and state compliance to ensure appropriate compliance.
• Maintain accurate data within the Deltek Vantagepoint database system, including project set up, reporting, and auditing.
• Mentor other project assistant team members, providing guidance and support.

Opportunities Support

• Coordinate proposal preparation, proofread proposals, and ensure adherence to brand standards.
• Collaborate with Corporate Services and Project Managers to provide support with contracts, proposals, and prequalifications.

Project Management Support

• Responsible for various project lifecycle tasks, including project kick-off meetings, agendas, reporting, accounts receivable follow-up, and lessons learned.
• Prepare, maintain, and be responsible for project schedules, ensuring they are up-to-date and accurate.
• Participate in internal and external meetings, take meeting minutes, and follow up on action items.
• Support project deliverables and timelines by coordinating project teams and facilitating effective communication.
• Conduct non-technical quality assurance and quality control of deliverables for consistency and branding, ensuring proper protocols are followed before submission.
• Support Project Managers throughout the invoicing cycle process by running reports, reviewing transactions, marking up invoices, coordinating with Billers, and following up on Accounts Receivable.

Contacts / Direction

• General direction given by multiple project managers and supervisor.
• Independent management and prioritization of tasks and projects required.
• Close collaboration with project managers, assistant project manager, project teams, project assistants, and division administrative coordinator.

Supervisory Responsibility

• None
• Job Listing

Success Measures

• Completion of requested tasks in a timely and accurate manner.
• Initiative to seek out tasks and coordinate support with project manager.
• Project manager and project team satisfaction.
• Data integrity of Deltek Vantagepoint database system.

Skills And Qualifications

• Bachelor's degree preferred or equivalent job-related experiences and training
• Experience working in a professional services environment
• Excellent communication and interpersonal skills, with the ability to work effectively as part of a team.
• Ability to independently process work accurately and efficiently
• Strong organizational skills and ability to manage multiple tasks and meet deadlines simultaneously.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Ability to communicate effectively with employees at all levels of the organization

Preferred Skills And Qualifications

• Experience in a similar Project Coordinator role.
• Experience in the renewable energy industry or related field.
• Familiarity with project management software and tools.
• Knowledge of contract management principles and practices.
• Understanding of data management systems and best practices.
• Detail-oriented with a strong focus on quality and attention to detail.
• Knowledge of licensing processes and requirements.
• Familiarity with accounts receivable coordination and client accounting.

Working Conditions

• Location = Office based (in a Westwood office)
• Lifting / Moving / Standing = typical for a non-physical, office-based role
• Personal Protective Equipment (PPE) required = None
• Travel = Little to no travel expected

About Westwood Professional Services, Inc. (Westwood)

At Westwood, our purpose is to create a better world for people through our work. We transform the energy grid, design resilient infrastructure, and develop communities that will flourish today and for future generations. With over 50 years of experience and a legacy of innovation, we stand at the forefront of our industry, dedicated to understanding the unique needs of the markets we serve.

Our approach revolves around people. We are committed to building a culture that attracts, retains, and develops high performers. Our team values relationships, innovation, dedication, initiative, and growth. We believe fostering a collaborative “One Team” mentality yields superior outcomes in everything we do.

We customize our technical capabilities and geographic reach to meet our clients where they are and help them realize their vision.

We are partners in our clients’ success, driving to provide solutions that make a lasting difference. Safety, sustainability, and operational excellence are not just facets of our work; they are intrinsic to our identity, guiding every decision we make.

We are deeply invested in the communities we serve. Through our projects and giving-back initiatives, we enrich the lives of those we serve, engage others within our industry, and create a lasting impact on communities around the world. To us, success transcends the completion of projects; it is reflected in the lives we have positively impacted by our work.

Join us in creating a better world.

In 2025, Westwood was recognized as #77 on the ENR Top 500 Design Firms. Additionally, Westwood was ranked #5 for ENR's Top Design Firm for Solar, #6 for Battery Storage, and #3 for Wind (2025). The firm consistently ranks on the industry's top 25 lists and receives recognition for its involvement in award-winning projects nationwide.

Westwood 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. We believe that diverse backgrounds strengthen our business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.