Project Management Administrative Assistant

Johnson, Mirmiran, and Thompson Inc. • Sylva, NC • 2d ago

Johnson, Mirmiran & Thompson is a dynamic, 100% employee-owned consulting firm of more than 2,400 professionals that provides a full range of multi-disciplined engineering, architecture, information technology, and related services to public agencies and private clients throughout the United States. JMT, is currently ranked #50 on Engineering News-Record's list of the Top 500 Design Firms.

Position Summary: JMT's North Carolina Construction Management Group is seeking a detail-oriented and motivated professional Project Management Administrative Assistant to join our team! This position will provide comprehensive contractual, financial and administrative support to CEI Services/Construction Management across multiple departments contributing to the successful delivery of projects and overall organizational efficiency. Project management and financial assistance related to contractual management, CEI Staffing including assisting with price proposals, project proposals, fee derivations, invoice review and approvals, maintaining CEI Certifications, project related tasks such as diary review and approvals, reviewing certified payrolls, preparing project meeting minutes and other tasks as assigned. This position is not eligible for employer based sponsorship with the exception of the TN visa classification.

The ideal candidate will possess strong organizational, analytical, and communication skills, with the ability to manage multiple priorities in a fast-paced environment.

Essential Functions and Responsibilities:

Assist Project Managers, Senior Project Management Assistant and Project Management Assistant II in contract/project administration and management, which may include the following:

· Aiding in Preparing, Reviewing and approving invoices, project diaries and certified payrolls.

· Supporting project management and financial operations related to contractual compliance and CEI staffing.

· Assisting Project Accountant with tracking and approving Direct Expenses.

o Per Diems and overnight lodging reimbursement

· Submission of Fee Derivations

· Maintain all CEI Technician Certifications and ensure compliance with applicable standards:

o Registering CEI Technicians for classes

o Securing overnight lodging for multiple CEI Technicians on multiple projects

· Aiding in the preparation of project pursuits, price proposals, project proposals, and fee derivations.

· Aiding Project Managers on Locally Administered Projects (LAP)

o Reviewing Certified Payrolls

o Reviewing, editing and approving project diaries

· Maintain and update project status records

· Aiding project managers with PO development

o Writing Scope and Fees

· Coordinating Career Fairs

o Aiding in marketing for Career Fairs.

· Preparing meeting minutes, reports, and other project-related documentation.

· Performing additional tasks as assigned to support departmental and project needs.

Utilize Power BI project reports for contract and task performance and budget tracking

Nonessential or Additional Functions and Responsibilities:

Conduct daily tracking of project deliverables to ensure timely processing

Perform other related duties as assigned.

Required Skills

Must successfully complete and pass JMT's Motor Vehicle screening

Required Experience

High School Diploma required

2- 4 years of relevant experience required

Associates Degree or a Four-Year Degree in Business Administration, Business Management or a related field is preferred

Proficient in Microsoft 365 (Word, Excel, Outlook, SharePoint, Teams, PowerPoint)

Proficient written and verbal communication skills

Excellent organizational and time management skills

Attention to detail and efficiency

Diligence and strong work ethic

Ability to multitask and perform well in a fast-paced environment

Ability to follow directions

Good team-player

Working Conditions:

Work is performed within a general office environment. Work is generally sedentary in nature but may require occasional standing and walking. Lighting and temperature are adequate and there are no hazardous or unpleasant conditions caused by noise, dust, etc. within the office environment.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other characteristic protected by state or federal law.

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