Project Management Administrative Assistant

Job Description

Integral Blue, LLC is seeking an Intelligent Transportation System (ITS) Project Management Administrative Assistant that will be responsible for the preparation of all project invoicing, supporting Project Managers and Vice Presidents with the delivery of ITS projects from project estimating and bidding through final project acceptance as well as a wide range of other internal and external company initiatives.

Primary Responsibilities

  • Prepare project invoicing and manage payments for multiple projects monthly
  • Review multiple websites weekly for new bid lettings
  • Assist PMs with project budget management
  • Assist with Labor Projections and preparation of Excel Pivot Tables
  • Update and maintain staff resumes to fulfill bid submission requirements as-needed
  • Assist PMs with scheduling work for engineering staff and field technicians
  • Procure material pricing with a variety of vendors
  • Prepare project change orders for increases and decreases in project quantities
  • Support with bids, estimates, and proposal development including detailed “take-offs,” specification review, and graphical presentation
  • Coordinating with inspectors of when field work is scheduled
  • Schedule traffic control with field staff and client personnel when required
  • Maintain, augment, and improve a library of reusable components, templates, and processes and improve quality for future work

The primary responsibilities listed above may be changed added to, removed, amended, deleted and modified at any time by the Company.  Secondary support opportunities may include but are not limited to:

  • Attend project meetings, develop meeting minutes, and create agendas
  • Successfully communicate project scope and requirements to subcontractors, vendors, and suppliers
  • Develop Request for Information (RFIs) to clarify project scope
  • Execute project initiation and project closeout procedures
  • Execute teaming agreements or Non-Disclosure Agreements (NDA)
  • Execute subcontracts and other contractual documents
  • Management of conference and training registration and planning
  • Marketing coordination including improving IB’s webpage, trade showing planning, updating marketing material, etc
  • Develop project asset management databases

Qualifications Required

  • Must be proficient in Microsoft Excel
  • Must have excellent organizational skills and attention to detail
  • Good technical writing skills
  • Good problem solving and analytical ability
  • Must handle confidential information responsibly

Qualifications Desired

  • Completion of a Bachelor’s degree in Accounting, Finance, Business Management, Construction Management, Civil Engineering, related bachelor’s degree or equivalent combination of education and experience.

Knowledge, Skills and Abilities

  • Must have excellent Microsoft Office skills including Excel, Word, and Outlook.
    • Experience with VLOOKUP, CONCATENATE, conditional formatting, filters.
  • Must have ability to manage and prioritize many tasks with multiple project managers, changing priorities as necessary.
  • Must have ability to work under time pressure and adapt to changing requirements with a positive attitude.
  • Must have ability to be self-motivated, proactive, and an effective team player.
  • Must have ability to interact effectively, cooperatively, and professionally with all levels of employees, both management and staff alike, field staff, vendors, clients, and others.
  • Ability to present ideas effectively, both orally and in writing.

Health and Safety

  • Demonstrate a strong commitment to grow and foster a culture of safety by upholding standards and best practices of safety in the workplace.
  • Commit to putting safety first in all aspects of work.
  • Report all safety concerns, incidents and near misses.

Company Culture

  • Demonstrate commitment to the company’s core values.
  • Participate in all initiatives supporting the company’s core values.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 15 pounds at times.
  • Must be able to access and navigate each department at the organization’s facilities.

Travel Requirements:

  • Occasional state-wide travel.
  • Regular travel to and from Integral Blue’s Corporate Office in Madison Heights, MI.

Integral Blue is an Equal Employment Opportunity Employer

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Project Management Administrative Assistant