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Project Assistant
Madison, WI
Job Description
Vierbicher is a team of professional engineers, planners, community development specialists, land surveyors and GIS specialists who provide comprehensive solutions for a wide range of projects. Our goal is to provide clients with creative consulting services and quality products, enabling them to efficiently and effectively meet their goals. We work to build strong relationships with our clients that promote trust, cooperation and teamwork.
Our Madison, WI office is now hiring a Project Assistant/Coordinator. The Project Assistant/Coordinator is responsible for providing administrative support to engineering staff as well as writing and editing documents and reports. This position is also responsible for tracking and coordinating project set-ups and closeout procedures. This position will also assist the Director of Services with scheduling, organization and administrative support. This role serves as the eyes and ears for the Director of Services connecting organizations, projects, and critical business information to the DOS, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver on key initiatives of the business.
Key Responsibilities Include:
If you want to work for a company who is committed to the professional growth and development of their staff, come join our team today!
We offer competitive pay and benefits, along with professional training and educational opportunities.
Vierbicher Associates, Inc. is an equal opportunity employer and affords equal opportunity to all applicants and employees for all positions without regard to race, color, religion, gender, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.
Our Madison, WI office is now hiring a Project Assistant/Coordinator. The Project Assistant/Coordinator is responsible for providing administrative support to engineering staff as well as writing and editing documents and reports. This position is also responsible for tracking and coordinating project set-ups and closeout procedures. This position will also assist the Director of Services with scheduling, organization and administrative support. This role serves as the eyes and ears for the Director of Services connecting organizations, projects, and critical business information to the DOS, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver on key initiatives of the business.
Key Responsibilities Include:
- Collaborate with project teams to write and format agreements, including project scope, services, terms; review, finalize and track status as assigned by the team.
- Manage client filter process and agreement review process by coordinating all review meetings with project teams and Director of Services.
- Coordinate with project team to set up projects in all related systems including file management, accounting systems, and databases.
- Manage all aspects of project bidding to include bid advertising, electronic bid set up, distribution of documents, participate in bid openings, and completion of post bid activities such as bid tabulations and execution of contract documents.
- Coordinate contracting process to include preparing engineering project manuals, obtaining required contract documents and forms, and follow processes and procedures per agencies requirements.
- Manage project close-out process documentation by reconciling cost commitments and preparing project close-out documentation.
- Assists project team with various administrative duties such as routing word processing, file management, creating and revising templates and training materials for staff, preparing materials for presentations, quality control review of documents, and editing technical documents.
- Manage schedule, calendar, organize and prepare for meetings for Director of Services – Private
- Draft, review and send communications on behalf of Director of Services – Private
- Prioritize emails and respond when necessary for Director of Services - Private
- Other duties as assigned.
If you want to work for a company who is committed to the professional growth and development of their staff, come join our team today!
We offer competitive pay and benefits, along with professional training and educational opportunities.
Vierbicher Associates, Inc. is an equal opportunity employer and affords equal opportunity to all applicants and employees for all positions without regard to race, color, religion, gender, national origin, age, disability, veteran status or any other status protected under local, state or federal laws.
Job Summary
Employment Term and Type
Regular, Full Time
Hours per Week
40
Required Education
High School or Equivalent
Required Experience
3+ years
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