The Infrastructure Business Line of Arcadis is currently searching for a Project Assistant to join our Project Excellence Team in Jacksonville, Florida.
The Project Assistant will be supporting Project Managers and Project Teams concerning overall set up and monitoring of various project documentation including contracts and subcontracts, initiate monthly invoicing and coordinate production and QC of invoice packets for submittal and monitor invoice payments and assist in collection of payments. This may include the electronic document control system, coordinating of budgets, scheduling and documenting materials for project meetings and production and distribution of reports, while having oversight and ultimate quality control of documentation related to project financial, scheduling and other documentation.
The position responsibilities include, but are not limited to:
The Project Assistant will assist with set-up and monitoring of projects; regularly updating labor and expense forecasts in the firm's Project Management tools (Oracle).
Assist with monitoring all actual cost expenditures relative to budgets; alerting Project Manager when overruns are projected and assisting with corrective actions to budgets.
Assist with preparation and maintenance of subconsultant contracts and required insurance.
Assist with preparation for internal and external financial audits on assigned projects.
Assist with the processing of subconsultant invoices.
Provide follow up on accounts receivable.
Participate in Client and Team Conference Calls, as needed.
Prepare summary reports and presentations for Project Manager and Project Team members.
Prepare any other project financial analysis as directed/requested by Project Manager or the project team members. Interface/communicate with internal and external project participants.
Maintain hardcopy and electronic files.
Assist with review, production, and delivery of project reports, memos and presentations, as needed.
Coordinate with staff regarding weekly time and expenses.
Participate in all Arcadis company values and objectives.
A highly motivated individual with a willingness to pursue continual innovative improvements in processes.
Excellent communications skills, both oral and written, with a demonstrated ability to work effectively with individuals at all levels of the company and Client.
Ability to work independently and as part of a team. Able to work under time constraints to accomplish goals and objectives.
Must be able to handle multiple projects for several project managers simultaneously.
Excellent analytical skills, with a strong attention to detail, especially with numbers and invoice review.
Must be well organized with sound judgment and planning.
5+ years' administrative experience.
Must have strong computer skills in MS Office Suite, particularly Excel, Word, & Outlook.
High School diploma or equivalent
Must live in Jacksonville (not a remote position)
Experience with Oracle is a plus.
Associates Degree in Business, Accounting, Finance or related field of study preferred.