Project Assistant - Construction
IBTS
- Ashburn, VA
- Permanent
- Full-time
- Provide administrative support to enforce specified procedures at the federal facility.
- Organize and maintain project files, including drawings, design documents, and inspection reports.
- Track project-issued permits, certificates, and inspection reports using designed software.
- Attend meetings; prepare and distribute meeting minutes for client meetings and stakeholder engagements.
- Support Program Manager in the preparation and issuance of project status reports on a weekly basis and as required to the client.
- Prepare Gantt charts to include project timelines, milestones, and tasks.
- Prepare briefings and/or final reports for quarterly visual inspections conducted; assist in the scheduling of inspections.
- Prepare reports related to OSHA inspections conducted.
- Prepare Status Reports of all projects on a weekly basis.
- Support Program Manager in the preparation of monthly program status reports for client review, per client specificatioins and requirements.
- Ensure the accuracy and completeness of the client's directory and subject matter experts list.
- Support the Program Manager in the design and development of program performance overview presentation to the client at specified intervals.
- May assist Program Manager in identifying and monitoring timelines, milestones, and deliverables to contribute to effective project planning.
- Monitor and track the progress of action items and other tasks; keep program manager informed in a timely manner.
- Assist in risk mitigation, identification, tracking, management, and resolution.
- Assist the program manager with budgeting; log expenses and file internal financial reports.
- Assist in the development and delivery of project presentations.
- Schedule meetings, conference calls, and project-related events with team members.
- Monitor service delivery performance and provide written, detailed updates to the program manager.
- Conduct research and gather data to support project initiatives and encourage good decision-making practices.
- Facilitate communication among team members and liaise with the program manager.
- Seek opportunities for process improvements and make recommendations.
- Write and distribute project-related messages, such as memos and status updates collaborating with cross-functional teams.
- Generate and process invoices and payment.
- Provide general administrative and/or project support to program manager as needed.
- Strong Work Ethic/Integrity
- Reliability/Dependability
- Collaration/Team Contributor
- Teachable
- Associate or Bachelor’s degree in a related field of study (e.g., business administration)
- Advanced-level expertise in Smartsheets
- Proficiency in developing and managing Gannt Charts
- Minimum of 3 years of relevant experience
- Substitutions:
- Relevant experience may be considered in lieu of required education.
- A higher-level degree may substitute for relevant experience.
- Proficiency in MS Office Suite to include Excel, Word, PowerPoint, Outlook, SharePoint, and Teams.
- Project Management certification a strong plus.
- Experience with a Project Management software (e.g., MS Project) a strong plus.
- Excellent communication skills, both verbal and written.
- Strong client-facing and customer service skills with a positive and professional attitude.
- Demonstrated experience in data analysis and reporting techniques to include collecting, interpreting, and presenting information.
- Excellent proofreading skills.
- Reliable attention to detail with a focus on quality, accuracy, and timeliness of work with consistent follow-up.
- Strong organizational skills to maintain accurate records, prepare detailed reports, and create comprehensive plans.
- Valued team player with adaptability and flexibility supported by a strong work ethic.