Project Assistant

JOB SUMMARY

The Project Assistant is a key team member whose primary responsibility is to support the activities of our project management team by processing information and controlling all aspects of the project administration. The Project Assistant will support the group by means of organizing and maintaining data records, establishing clear lines of communication between customers, operations, and staff.

JOB RESPONSIBILITIES

• Onboarding new jobs: assist in project startup including permitting, electronic file set up, budget preparation and submittal, coordination of on-site needs, job site compliance (WOWS, JHA’s and other documentation) and communication with clients as needed via phone and/or emails.
• Bid process: assist with bid preparation under guidance of the Job Owner.
• Assist the Program Managers/Project Managers with coordinating the proper scheduling, logistics and resource allocation for jobs.
• Prepare and distribute work orders and manifests to appropriate staff.
• Stay informed of the daily progress of all applicable projects by regularly communicating with the applicable PM(s).
• Remain in active contact with field personnel throughout the day to assure clients’ expectations are exceeded.
• Coordinate the onboarding of drivers and field staff with the Human Resources Department.
• Coordinate driver and field staff physicals with the Compliance Department.
• Coordinate requests for time off for drivers and field staff.
• Purchasing: assist Job Owner in procurement and job costing, including vendor setup and purchase order tracking (internally and with vendors).
• Maintaining an inventory of shop related consumables (PPE, absorbent materials, and supplies).
• Coordinate equipment rentals with MER approved vendors.
• Coordinating proper documentation such as client and/or vendor requests for W-9’s, insurance certificates, credit references, lien releases, bonding issues, etc.
  • Enter the WOWS information into MAST.
  • Timely A/P invoice approval as appropriate.
  • Assist with collecting accounts receivable where necessary.
• Billing: assist Project Accountant and Job Owner/ PM(s) in collection of job site documentation necessary to invoice customers, forward to Job Owner for approval and provide to Project Accountant for processing.
• Project plans & submittals: maintenance of electronic files, tracking, distribution, and correspondence.
• Project Administration: assist Job Owner with change orders, routing, and tracking; track labor, equipment rentals and supplies for jobs and communicate with the manager on needs for adjustments to purchase orders and projected costs. Process and track all job folders in Spectrum and/or MAST and maintain communication with Job Owner to ensure all necessary job file documents are complete.
• Job Closeout: assists project management team in all project close-out activities, including billing and collection follow up with customers.
• Complete customer auditing and qualifying documents.
• Identify opportunities for process and office management improvements. Design and implement new systems.
• Other duties and projects as assigned.

QUALIFICATIONS

• 1-2 years of relevant work experience.
• Commitment to maintaining data accuracy and timeliness in processing and delivery.
• Attention to detail is a must.
• Must be multi-task oriented and have strong time management, organizational and problem-solving skills.
• Strong communication and organization skills; ability to interact with team members and subcontractors in a high energy and fast paced environment.
• Proficient in Microsoft Office, specifically MS Excel, MS Outlook, and MS Word.
• Excellent interpersonal skills, extremely organized, flexible, self-starter.
• Ability to work in excess of regularly scheduled hours when necessary.

EDUCATION REQUIREMENTS

• Minimum of an Associate’s degree strongly preferred; Bachelor’s degree a plus.
  1. NOTE – relevant industry and/or business experience can supplement educational requirement as determined by management.

BENEFITS

• Competitive Salary
• Health, Dental, and Vision Insurance
• 401k with Company Match
• PTO
• Paid Holidays

Moran Environmental Recovery is an Equal Opportunity Employer.