Primary Objective of Position:
This position is responsible for assisting the Project Manager(s). They will manage the electronic filing of all project management paperwork including JPRs, RFQs, Lessons Learned, etc. This role is responsible for interacting professionally with a wide range of personnel at EBI, Vendors and at power plants. This role will assist the Project Manager(s) in collecting important information from clients, vendors, and coworkers for projects as needed. Participates in daily huddles, customer meetings, project kickoffs, project close outs, job awards, and project management meetings as required. Arranges for travel such as flights, hotels, and rental cars as needed.
This position is based out of the MN Headquarters in St. Cloud, MN and may require travel as needed to kick-off project logistics as well as to communicate and train with Project Management Team.
Major Areas of Accountability:
Project Management Filing - Maintains organized electronic filing. Tracks and files items such as JPRs, RFQs, change orders, and all project related paperwork, physically and electronically.
Time Entry Filing - Compares time entries submitted by the Field Crew with the Daily Reports and submits entries to Payroll Department. Updates Field Crew hours tracking sheets with current hours worked.
Tracking Field Expenses - Tracks expenses from the Field Crew and verifies they match what was approved.
Project Notation - Works with Project Manager(s) during travel to assist in filling out documents, typing emails, and other associated items via phone. Taking meeting notes and filing.
Scheduling - Arranges for meetings for project management and operations team as assigned. This includes but is not limited to daily huddles, customer meetings, project kickoffs, project close outs, job awards, site visits, and project management meetings. Schedules meetings as requested for project management department goals. Assists HR Department with scheduling new field craft employment activities such as training, new hire screening appointments and new hire paperwork collection.
Coordinates Travel - Works with Logistics and Project Manager(s) to coordinate, reserve, and track travel accommodations (flights, hotels, shuttles, etc.) for their assigned Project Manager(s) and field crews. Updates internal calendars and compiles information for project contact sheets. Prepares and tracks project related administrative tools such as Foreman totes, printer kits, and related equipment for trailer loading per project.
Communication - Contacts clients and company team members as directed to gather important information to keep projects on time, in budget, and within scope. Communication may be through email, in-person, phone, etc. A professional demeanor is expected at all times with all levels and positions. Updates clients and team members on any changes to project content, schedule, or process
Data Entry - Tracks project status, generates spreadsheets, logs correspondence. Assists with tracking project progress. Records data from on-site visits such as measurements, designs, key info for the scope of project, etc. Provides data to appropriate team members within the set deadline. Utilizes project management software to enter and track project data.
Documentation - Prepares proper internal/external paperwork and distributes to appropriate team members. Documentation may include:
Project related paperwork for Foreman to complete on site
Change orders cost tracking
Lessons Learned compilation
Daily reports review and summarization
Project Impact Notice filing
Document Control
Testing and Measurements
As-builts
Drawings
Site notes, photos, drawings, as-builts
Safety and training records
Rental and subcontractor quotes
Weekly reports
Presentations - This role is expected to utilize the data and documentation gathered throughout projects to create a lesson learned presentation during the Spring and Fall months, as well as during annual training. This position will act as a back-up to present this information to the team.
Emergent Availability - This position requires intermittent availability during weekends, evenings, and early mornings for emergency projects. This does not restrict the use of their time off from work and will only be required to report to work when emergency jobs are prevalent.
Process Improvement - Supports the effort of ISO 9001 and process improvement by recommending methods, equipment, techniques, and other changes to improve company operations. Participates in internal audits, risk assessment and corrective actions as required.
Apparent or Assigned - Performs any other work as apparent or assigned.
Qualifications for Entry:
2-year degree, preferably related to Construction, Engineering, or similar
3 years in an office related environment
Valid driver's license required
Ability to use office equipment such as copier, fax, etc.
Ability to create and design presentations
Ability to present project data to various departments
Ability to gain unescorted access to power plants
Ability to meet daily deadlines
Ability to stay focused under pressure and prioritize
Drawing/blueprint reading and specification experience
Enjoys a fast-paced work environment
Self-starter with ability to work independently and in a team environment
High level of professional communication with both verbal and written
Intermediate skills in O365 (Word, PowerPoint, Excel, OneDrive, Teams, etc.), Project Management software, and any applicable technology required for project management assistant tasks.
Strong attention to detail
Ability to manage multiple projects at a time
Training for Effective Performance:
Demonstrated ability to assist project manager to complete projects on time
Demonstrated ability to create reports, spreadsheets, and detailed documentation required for projects
Demonstrated ability to accurately input and maintain data
Demonstrated ability to meet deadlines consistently
Demonstrated ability to communicate effectively and professionally with clients and coworkers of various career levels
Demonstrated ability to present project data via webinar or in-person
Demonstrated ability to apply technical terminology to project information
Demonstrated ability to utilize project management software
Demonstrated ability to organize and maintain electronic filing systems
Physical Demands
These physical requirements are not exhaustive, and EBI may add additional job-related physical demands to these if the need arises. Corrective devices may be used to meet these physical requirements.
While performing the duties of this job, the job requires:
Frequent sitting and/or standing for up to hours per day.
Frequently use hands and fingers to key, hold, handle, pinch, and grasp or feel.
Clarity of vision at approximately 20 inches or less (i.e., working with small objects or reading small print), including use of computers.
Occasional bending or stooping.
Regular lifting, pushing, and/or pulling up to 50#; over 50# with assistance.
The ability to move freely about the office and reach with hands and arms.
The ability to hear, understand, and distinguish speech and/or other sounds (e.g., alarms).
This job requires the ability to work in stressful conditions from time to time and remain focused for extended periods of time.
Ability to pass a drug test.
Ability to pass a pre-employment physical.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Employment Type
Full Time
