Administrative / Project Manager Assistant

Administrative/Project Manager Assistant

Location: Bismarck, N.D.

Type: Administrative

This position provides a wide range of administrative and project management support for the Bismarck office while performing the following duties:

Essential Duties and Responsibilities

• Answers multi-line phone system, screens and transfers all inbound and interoffice calls for Moore Engineering’s branch offices in Western ND
• Greets and directs clients and visitors
• Assists contractors with project specific information and refers them to the Project Manager when indicated
• Produces specification books for the purpose of bidding projects
• Prepares letters, transmittals, forms and memos
• Supports the Administrative team in other offices when needed
• Assists with the preparation of funding applications, reports, and other required documents to secure project funding
• Arranges hotel and car rental reservations
• Distributes incoming mail/packages, prepares outgoing mail and UPS packages
• Schedules meetings and webinars and arranges meal delivery or pick-up, when indicated
• Oversees conference registration and coordination the Western ND region
• Tracks status of projects and produce monthly progress reports
• Assists with development of client and sub consultant agreements
• Assists with contract and subcontract administration
• Assists in development of work breakdown structure for tracking project performance, project set-up and project maintenance in Accounting software
• Monitors project performance metrics with reports from Accounting software (ex. accounts receivable, profitability, labor charges)
• Assists in developing project budget, project work plans, and invoices
• Assists with month end reporting and analysis
• Assists with development and review of project invoices
• Assists with client relationship management (CRM) input and tracking
• Serves as a liaison with accounting to support regular project reporting
• Monitors schedule of projects and produces monthly progress/status reports
• Assists in the planning and execution of company events
• Tracks relevant client and employee special occasions (births, retirements, honors, etc.) and sends cards, memorials, or flowers
• Monitors office and janitorial supplies inventory and places orders when needed
• Other duties as assigned

Requirements

• Associates degree in Business or related field
• Five years administrative support experience in a professional environment
• Proficient in Microsoft Office Suite and Adobe Software
• The ability to work in a fast paced environment, handling multiple duties simultaneously
• Strong analytical and problem solving skills
• Experience with financial/accounting software preferred
• Experience with budget and performance tracking and analysis preferred

Moore Engineering, Inc. has the right to revise this job description at any time. This job description is not a contract for employment, and either the Employee or the Employer may terminate employment at any time, for any reason. Moore Engineering is an EEO/AA Employer.