Project Assistant/ Administrative Assistant

Kennedy Jenks provides engineering and scientific solutions for innovative water and environmental projects since 1919. We deliver exceptional service and highly qualified professional staff to solve the unique challenges of public agencies and private industry clients across the United States.

We have an opportunity for a Project Assistant. This position will be a hybrid work arrangement with the opportunity to work from your home office 2-3 days a week dependent on business needs.

The Project Assistant provides project administration for projects. Lead position for project set-up, financial follow up and interface with corporate accounting and clients' accounting departments. Follows procedures in the Operations Manual and proper setup procedures and naming conventions. Reviews contracts, accompanying accounting preparation paperwork, correspondence, RFPs, and related support documentation for projects. Documents and follows up on project financial measures and project performance. Verifies outcome of tasks completed by self and other Administrative Assistants. Acts as a resource to others for project accounting software use. Assists with project financials, communication, and documentation. Files and organizes documentation in electronic files where applicable. This position is responsible for preparing work according to company standards and established deadlines. Provide project assistant functions on smaller projects with increasing complexity, and is expected to require some direction and training on these functions.

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

• Assist with billing, calculating appropriate taxes (where applicable), reviewing invoices, understanding client needs (attachments, related materials etc.), obtaining required authorization for non-billable projects/phases, analyzing A/R and WIP reserve
• Assist our internal General Counsel with the review of client contracts, project subcontracts, teaming and other project related agreements, as well as coordinating contract/insurance requests with our pursuit and project staff.
• Conduct Aged A/R and Aged WIP reviews with PMs. Report information of AR status and billings to accounting.
• Enter projects in Project Setup Portal and conduct maintenance on projects relating to staffing changes, rate changes, amendments, variances, estimates to complete, and earned values.
• Schedule and confirm project meetings for clients, assigned personnel, subconsultants and vendors. Prepare meeting documentation, coordinate review of notes, and distribute to team members. Attend project meetings with staff, if needed.
• Assist with preparing and maintaining project management plans and associated documentation.
• Assist in conducting and/or coordinating weekly project reviews and help with follow up action items.
• Prepare subconsultant agreements, work authorizations, and subcontractor amendments. Route the executed documents to accounting and monitor to ensure they are filed appropriately.
• Request and review insurance certificates for subcontractors for subcontractor execution and during active contract period.
• Check payment status for vendors and subconsultant invoices upon request.
• Interpret and provide guidance to others on following the Decision Authority matrix.
• Prepare write-off memos, variance memos, and project deactivations.
• Prepare reports, spreadsheets, charts and graphs as needed.
• Set up webinars and run presentation software.
• Assist with other activities as assigned, including general local office support.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in accounting, finance or related field preferred.
• 2+ years of related experience as an accountant, contract administrator, administrative assistant, and/or executive assistant in an engineering or professional services firm, or an equivalent combination of education and experience desired. Experience with contract administration a plus.
• Ability to use Microsoft Office products Adobe Acrobat, Accounting Software (BST10 a plus), MS Project, and Crystal Reports a plus. Ability to learn how to use the portals for Ops, PM, and Project Setup.
• Ability to interact professionally both internally and externally. Ability to read, analyze, and interpret documents such as safety rules, Operations Manual, policies and procedures. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and employees of the organization. Participates in regional and departmental communications.
• Ability to work independently and/or as a valuable member of the team interfacing with the PMO, Project Managers, Technical Professionals, Finance, and the Operating Officers.

Kennedy Jenks supports a healthy work-life balance and utilizes a hybrid model of home and office work to empower our people to thrive and achieve their full potential. #LI-Hybrid

Salary range in Federal Way is anticipated to be $27.50/hr - $43/hr depending upon experience and qualifications. Kennedy Jenks offers a comprehensive benefits package including medical, dental, vision, life and disability insurance, 401k, bonus opportunities, tuition reimbursement, professional registration support, a competitive PTO and holiday plan, and other benefits and programs. Visit our benefits page for more details.

As an employee-owned firm, Kennedy Jenks offers a unique company culture with a corporate commitment to maintaining a positive work/life experience. Kennedy Jenks provides a competitive compensation and benefits package.

Kennedy Jenks is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, pregnancy and pregnancy-related conditions, sexual orientation, gender identity, national origin, age, marital status, disability, citizenship status, genetics, protected veteran status, or any other characteristics protected by applicable law.