Project Assistant

BKF Engineers; Oakland (CA); On-site; USD 41,328 - 57,859; Full time

Benefits offered by this job

401(k)

Flexible schedules

Education reimbursement

Job summary

BKF Engineers in Oakland, California, is seeking a Project Assistant to support project managers with tasks ranging from correspondence to contract management. The ideal candidate should have 2-5 years of experience in the AEC industry, strong organizational skills, and be proficient in Microsoft Office Suite.

This hourly position offers a competitive salary ranging from $30 to $42, depending on experience and skills, along with various benefits including profit sharing and generous paid time off.

Qualifications

• 2-5 years of experience as a Project Assistant or Coordinator in AEC industry.
• Ability to work in a fast-paced environment and prioritize tasks.
• Strong organizational skills and attention to detail.

Responsibilities

• Assist project manager with project-related correspondence.
• Maintain electronic lists and track project billing.
• Draft various BKF contract documents for review.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Microsoft Office Suite

Attention to detail

Tools

MS Word

MS Outlook

MS Excel

AutoCAD

Bluebeam Revu

Job description

Overview

BKF is a multi-service infrastructure consulting firm providing civil engineering and surveying services across California, the Pacific Northwest, and beyond. With offices throughout California and the Portland area, BKF has served transportation, water resources, land development, government, and federal clients for over 110 years.

Responsibilities

• Assist project manager in preparation of draft letters (MS Word) and emails (MS Outlook) for project-related correspondence (proposals, additional service requests, etc.)
• Assist project manager by updating and maintaining electronic lists (MS Outlook, MS Excel, and/or Google Docs)
• Assist project manager in tracking project billing and creating monthly progress reports
• Assist with opening project numbers for proposal pursuits and contracted projects
• Set up project folders and help file project-related documentation
• Track and monitor outstanding issues for active projects until each issue is resolved. Work with project managers and project engineers to update outstanding issues lists
• Track and monitor meetings and attendees lists
• During plan production and distribution, plot and collate hard copy plan sets and/or compile electronic plan sets (pdf)
• Track contractor material submittals and RFIs, coordinate BKF responses and follow up with reviewing agencies for final approval. Maintain submittal and RFI logs
• Draft various BKF contract documents (e.g., Professional Services Agreements, Subconsultant Agreements, Amendments) for project team review
• Submit contract review requests to the contracts team as needed
• Track the status of contract reviews
• Assist with quarterly contract management reporting and follow-up
• Request Certificates of Insurance (COIs)
• Visit sites to photograph existing site conditions (requires reliable method of transportation)
• Pick-up/drop-off of project items (requires automobile and driver's license)
• Assist Project Managers and Water Resources Sector with Accounts Receivable collections outreach to clients via phone and email correspondence to follow up on outstanding payments
• Maintain and update Accounts Receivable aging reports, tracking progress on collections efforts and noting communication history and tracking logs
• Coordinate with Project Managers and accounting team members to resolve client billing or payment discrepancies
• Prepare Basic reports and collections metrics to track and communicate collection status to management
• Assist Project Managers and Water Resources Sector as needed on Special projects and administrative tasks

Requirements

• 2-5 years of experience as a Project Assistant or Coordinator, preferably within the AEC (Architecture, Engineering, and Construction) industry
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite, PDF editor (Bluebeam Revu preferred)
• AutoCAD experience is a plus but not required
• Ability to work in a fast‑paced environment and prioritize tasks
• Attention to detail and accuracy
• Ability to work collaboratively and independently
• Experience in the engineering or construction industry is a plus
• Reliable method of transportation to and from the office and various job sites

Physical Demands

Must be able to regularly talk, hear and operate a computer, keyboard and mouse and occasionally lift, pull/push and carry up to 20 pounds with accommodations.

Work Conditions

Exposure to constant or intermittent sounds at a low or moderate level consistent with an office setting. Exposure to high‑stress, fast‑paced, deadline‑oriented environment. Travel to other BKF locations and client sites may be required.

Benefits

• The typical base salary range for this position is $30 – $42 hourly and will vary depending upon skills, experience, education, and geographical location. This is an hourly position, paid bi‑weekly
• Competitive salaries, profit sharing, and 401(k)
• Generous paid time off packages
• 9 paid holidays
• Flexible schedules
• Education reimbursement, paid annual dues for professional and societal organizations
• BKF offers competitive and award‑winning benefits and perks

Equal Employment Opportunity

BKF Engineers 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.

BKF Engineers does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and a specific solicitation for the position or other approved engagement request for the position with BKF Engineers, BKF Engineers reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited submittals are done at the risk of the recruiter.