Project Assistant

Track weekly internal project costs and prepare weekly cost reports for Project Manager, providing them with budget milestones based on projected expenditures.

Take meeting minutes and record action items.

Verify accurate internal project staff time & expense assignments based upon project stage, location, phase, and task.

Coordinate with internal project staff to direct time assignment properly.

Maintain thorough knowledge of client fee schedules and billing cycles/requirements.

Manage internal project staff time & expense assignments and monitor and distinguish billable job tasks.

Prepare and manage invoices to suit budget management needs and billable client requirements, for Project Manager review and approval at the end of each designated pay period.

Assist Project Manager with monitoring outside client project cost controls and budgets.

File and maintain vendor invoice database, inclusive of vendor reports and change orders.

Maintain up-to-date cost and budget tracking for all vendors associated with, and contributing to, client projects.

Responsible for tracking material costs and delivery/acceptance to field site.

Monitor and verify weekly vendor reporting to accrued invoice costs.

Translate cost data into logical, comprehensive, concise reports for internal and external use for weekly and monthly cost reporting.

Perform office support functions including scheduling onsite and offsite meeting and conference calls, answering phones, monitoring email inboxes, ordering supplies, copying and distributing correspondence, preparing for meetings including refreshments, projector setup, marketing material handouts, and presentation preparation.

Maintain the overall workplace in a safe, presentable and efficient manner, including proper storage of materials, records, equipment, break supplies, office supplies, printer/plotter supplies, shipping supplies, etc.

Coordinate schedules for team members.

Perform off site errands such as deliveries to/from offsite print shops, Post Office/UPS runs, deliveries to client or vendor offices, banks, Town Hall or Registry of Deeds, lunch/dinner/breakfast runs, etc.

Perform other duties as assigned.

Duties are largely performed in an office setting.

Office work may include prolonged seated tasks, extended keyboarding, and use of computer screen.

May be requested to work overtime and weekends.

Position may require travel (expected to be less than 10%); valid driver’s license and acceptable DMV record required.

The employee is regularly required to stand, walk, use stairs, use hands, reach, talk and hear.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.

Must have excellent computer/internet skills and a thorough working knowledge of Microsoft Teams, Word, Excel, PowerPoint and Outlook.

Passion for finance and cost/budget verification.

The ability to perform budget analysis, preparation and monitoring.

Must be detail-oriented, strong communication skills, organized, be able to multi-task, and be thorough.

High School Diploma.

Bachelor’s Degree in Business Administration or related field preferred.

Finance-related experience preferred.