Project Management Assistant

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We are seeking a Project Management Administrator in our Bellevue, Washington office to support our Project Management team throughout the Pacific Northwest. The Project Management Administrator works in conjunction with the Project Managers and Project Technical Leads to create and manage the day-to-day administration, contracting, reporting, invoicing, earned value management, scheduling, Accounts Receivable/Payable, insurance, progress reporting and baseline versus actual cost accounting and scheduling of the project.

This role will work directly with Project Managers and Leaders.

• Administering contracts from initialization to close-out.
• Responsible for tracking/logging the status of proposals and contracts throughout the approval cycle and follow up with PM’s and client contacts and sub-consultants as directed.
• Processing subcontracts, insurance requirements and accounts receivables/payables.
• Creating and updating Project Setup Forms, Project Implementation Plans, and Project Files.
• Prepares, or assists in the preparation of contract documents, letters, or reports as assigned.
• Will need to learn client communication portals for the transmittal of contract related documents and invoices.
• Coding of invoices and expense reports. Includes correspondence with sub-consultants/vendors and project accountants on revisions of invoices, as necessary.
• Assist PMs with ISO-9001 Quality Management System compliance and internal/external project audits.
• Work with Project Technical Leads, Project Managers, and Business Unit Leadership to track, analyze, and keep project financials in order.
• Responsible for entering and maintaining staffing resource assignments into internal resource management tools.
• Ability to receive and work with necessary information in various formats (i.e., via reports, spreadsheets, emails, team and client meetings, project schedules).
• Develop a working knowledge of Oracle PM Dashboard.
• Act as primary point of contact for facilitating administration activities including tracking and logging Requests for Information, submittals, document management and control, project controls and similar actions.
• Routinely perform administrative support functions such as document production, editing and formatting; manage and maintain project files; coordinating travel arrangements; employee expense reports, file management, project invoice coding, etc.

• The position requires the applicant to have knowledge of a variety of computer software, specifically, Microsoft Office Suite (Word, Excel, Power Point, One Note, SharePoint) Microsoft Project, and Adobe Acrobat.
• Proven ability to multi-task and prioritize in a fast‑paced environment, with flexibility to juggle numerous work assignments simultaneously in a rapidly changing environment.
• Strong command of the English language in documentation with excellent written and verbal communication skills.
• Ability to quickly learn new software applications to improve speed in delivering final product.
• Experience in professional A/E industry is preferred

• Bachelor’s degree/technical degree or equivalent in related field; or equivalent combination of education and experience.
• Minimum of four (4) years of relevant work experience.
• Must possess a high degree of confidentiality.

This description is not a comprehensive listing of activities, duties, or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

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