Project Office Assistant, Field; FHWA WFLHD

Location: Project specific (various locations across AK, WA, OR, , MT, WY)

Position Type: Full time, temporary

Join a team of ever-growing professionals who look to make a difference on projects both domestically and internationally. Our organization is growing, and we believe your career should too! Build your future with Project Solutions, Inc.

Project Solutions Inc. (PSI) is seeking highly motivated Office Assistants to perform project office support to a variety of civil construction projects with a primary focus on the Western Federal Lands Highway Division (WFLHD) of the Federal Highways Administration (FHWA). The ideal candidates will bring strong administrative skills to a small field team and the ability to collaborate effectively with government personnel and processes.

• General:
  • Works independently with minimum supervision;
  • Maintains a high level of customer service;
  • Tracks, manages, extracts, and compiles a variety of data from onsite meetings, field notes, manuals, lab reports, payroll tracking reports, contract records, etc.;
  • Identifies errors and/or inconsistencies;
  • Selects, manages, and presents construction project administration and engineering data to the PE and other project office staff;
  • Interacts with Government personnel, and consultant personnel in the field construction office;
  • Provides receptionist duties;
  • Operates a computer with MS Windows and Government specific programs;
  • Proficiently performs tasks using software related to word processing, spreadsheets, project scheduling, budget, and other software, as applicable;
  • Operates a photocopier, scanner, and fax machine to process project related documents;
  • Setups and maintains a variety of logs, records, and files;
  • Processes mail, which includes pickup, sort, date stamp, and send and prepare large packages for shipping;
  • Takes delivery of supplies, and keep a log of items that need to be restocked;
  • Maintains Government equipment maintenance and repair; schedule appointments (including Government Vehicles). Facilitate transport, or when necessary, perform delivery, of equipment for maintenance or repair.
• Documentation/Recordkeeping:
  • Independently maintains project files;
  • Tracks and manages construction data for entry and reporting from various sources including internet, monthly reports, verbal discussion, and various other internal and external information data systems;
  • Maintains correspondence logs. Monitors receipt of acknowledgement or concurrences from contractor or other parties. Keeps WFLHD Project Engineer or PSI Project Engineer informed of any overdue issues;
  • Prepares correspondence and memos for signature by construction staff;
  • Prepares weekly newsletter utilizing Microsoft Word and Adobe;
  • Completes purchase payment vouchers for PE’s signature for the following items: rent, utilities, phones, project photos, and miscellaneous purchases;
  • Manages project photos and maintain photo identification and documentation system of all project photos;
  • Reviews, tracks, distributes, and files construction related documents, including but not limited to:
    • Local Purchases;
    • Vehicle Mileage reports and services;
    • Supplies ordered from General Service Administration (GSA) and WLFHD;
    • Vancouver Warehouse;
    • Payroll (time & activity reports);
    • Per-diem vouchers;
    • Travel by others to the project;
    • Materials testing;
    • Office rent;
    • Utility payments; and
    • Project office phone charges.
  • Assembles and aids in the preparation of construction contract modification support packages;
  • Reviews contractor payrolls for compliance with Davis-Bacon and report suspected problems to WFLHD Project Engineer and/or PSI Project Engineer;
  • Types and submits co-op and trainee monthly reports.
• Meetings:
  • Attends scheduled meetings;
  • Composes meeting notes;
  • Generates action registers and summarizes for appropriate feedback from all meeting members.
• Construction Contractor’s Invoice:
  • Checks quantity pay documents for accuracy.
  • Maintains total to date quantity records for all contract items on the projects.
  • Checks and verifies certification documents for compliance with contract requirements.
  • Maintains quality level analysis (QL-Pay) Programs for base course,…