Water Resources Project Assistant

BKF Engineers; San Jose (CA); On-site; USD 41,328 - 55,104; Full time

Benefits offered by this job

Competitive hourly wage

Profit sharing

401(k)

Generous paid time off

9 paid holidays

Flexible schedules

Education reimbursement

Paid annual dues

Job summary

BKF Engineers is seeking a project assistant to support our project managers in the Water Resources Sector. The ideal candidate has 2–5 years of experience in the AEC industry and a strong working knowledge of Microsoft Office Suite, with the ability to juggle multiple tasks in a high-energy environment.

You will assist with drafting letters, updating lists, tracking billing, opening project numbers, and maintaining project documentation across offices. Some travel to sites may be required.

Qualifications

• 2–5 years of experience as a Project Assistant or Coordinator, preferably in the AEC industry.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.

Responsibilities

• Assist project manager in preparation of draft letters and emails.
• Update and maintain electronic lists (Outlook/Excel/Docs).
• Track project billing and create monthly progress reports.
• Open project numbers for proposals and contracts.
• Set up project folders and file documentation.
• Monitor outstanding issues and relay status to managers.
• Coordinate with project managers and engineers on submittals and RFIs.
• Draft contract documents for review.
• Assist with accounts receivable collections and reporting.

Skills

Time management

Communication

Multitasking

Team collaboration

Tools

Microsoft Office

Bluebeam Revu

AutoCAD

Job description

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.

At BKF, you'll find a unique opportunity to grow your career with intention. Our culture values professional autonomy, innovation, and meaningful collaboration across offices. We are proud to be recognized with the Great Place to Work certification for the second year in a row.

We are looking for a project assistant to support our project managers and join the water resources project assistant team! The ideal candidate has 2‑5 years of experience working as a project assistant or coordinator, preferably in the AEC industry. They should have a strong working knowledge of Microsoft Office Suite and be able to juggle many tasks while working in a high‑energy environment.

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 – $40 per hour, 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. To learn more.

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.