Project Administrative Technician

Job Description

Job Description

Qualifications
The Project Administrative Technician (PAT) is responsible for the tracking functions and overall administrative support to the Assistant Project Manager (APM) or Project Manager (PM), Right of Way Agent (ROW) in the implementation and facilitation of assigned projects. The Right of Way industry serves to carry out public infrastructure projects by assisting those property owners impacted by the project, all in accordance to federal and/or local laws and regulations. The PAT manage project documentation, set priorities, track details/data/information/activities and create/implement work & travel schedules, assist with various internal and external projects, and contribute to the organization moving forward.This position requires a self-motivated individual with a unique combination of analytical skills, attention to detail and superb problem-solving skills with a positive can-do demeanor. 



 
Essential Functions 
1. Build implement and manage all systems for project team, database management, and project administrative support. 
2. Provide detailed account of organized tasks, schedule or checklist for each project to include timelines, priorities and potential 
challenges to meeting deliverables.
3. Demonstrate the ability to manage and track project documents on a minimum number of parcels to completion to meet deadlines.
4. Effectively communicate with project team by phone, text, email, or in-person to inform on ongoing project updates. 
5. Document all communication with landowners (mail, telephone, email, personal visits).
6. Practice attention to detail in review of contracts, databases, and other complex documents.
7. Exhibits drive and initiative through positive and professional approach in written and verbal communications. 
8. Uses resourceful multi-tasking and performs duties in a timely manner as assigned. 
9. Must be proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, etc.), Dropbox, Deltek-Ajera, Adobe Acrobat Pro DC, SharePoint, or equivalent and other electronic tools. 

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 10lbs.



 
Travel
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected. Up to 25% Travel is required. 



 
Expected Hours of Work
This is a Full-Time position with some flexibility in hours. The employee must be available during the “core” work hours of 8:00 a.m. to 5:00 p.m. and work no less than 30 hours each week. 
 
Required Education and Experience 
1. Minimum of one (1) year of office experience.
2. Education: High school diploma or equivalent.



 
Preferred Education and Experience
1. Previous experience in administrative support for the Projects or Real Estate field. 
2. Associate’s or Bachelor’s degree or equivalent experience. 



 



  Additional Eligibility Qualifications
1. Must be proficient using multiple peripherals, including but not limited to, tablet, smartphone, laptop, printer, etc..
2. Valid driver's license.

  Work Authorization/Security Clearance
Must be authorized to work in the United States. 



 
Competencies
1. Excellent written and verbal communication skills.
2. Demonstrated organizational, planning, coordination, tracking, and prioritization skills.
3. Attention to detail and active listening skills. 



 
Work Environment
This job operates in a professional office environment. This role uses standard office equipment. 



 
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 10lbs.   



  Additional Eligibility Qualifications
1. Must be proficient using multiple peripherals, including but not limited to, tablet, smartphone, laptop, printer, etc.
 
Description
Why choose a career with HRES?
§ How did you get to school today? Did you drive a car or ride a bus?
§ Have you ever considered how the highways you use are developed?
§ Do you use a cell phone?
§ Have you ever considered how cell towers are placed?
§ When was the last time you flew on an airplane?
§ Have you ever considered how airports are developed or expanded?
§ Have you ever taken a subway or train for public transportation?
§ How are they constructed and expanded?
§ Do you use electricity to power your cell phone and computer?
§ Have you ever considered how electricity is transmitted to your school or home?
You could have the opportunity to work for a company that makes these things happen. Did you know that the 5th Amendment to the U. S. Constitution guarantees that private property shall not be taken for public use without just compensation? We can train you to be part of building our country’s infrastructure while protecting the private property rights of those impacted by these projects.

Key Result Areas (KRA's):
(Areas in which performance is measured and goals set)

1. Time Management
2. Productivity
3. Stakeholder Relationships
4. Professional Development
5. Communication
6. Quality

KRA #1:
Tasks-Activities – Demonstrated ability to set priorities, track details/data/information/activities and create/implement work & travel schedules and contribute to the organization moving forward.



 
Accountability (Goal) – Provide detailed account of organized tasks, schedule or checklist for each project to include timelines, priorities and potential challenges to meeting deliverables.
 
KRA #2:
Tasks-Activities – Demonstrates the ability to manage a minimum number of parcels to completion within the allotted timeframe as designated by the Assistant Project Manager, APM, or Project Manager, PM and Learning Plan. PAT must demonstrate an increase in their capacity to complete the minimum number of parcels over time.



 
Accountability (Goal) – An PAT is expected to successfully manage and complete a minimum number of parcels at any given time as determined by the Assistant Project Manager or Project Manager. Must be able to utilize Parcel Suite software for accurate tracking.
 
KRA #3:
Tasks-Activities - Timelines: Be punctual and submit all deliverables according to schedule. Integrity: Always deal with internal and external clients with integrity, as it results an attitude of respect toward HRES team, the clients and their organization. Appearance: Maintain a professional appearance at all times to include HRES logo apparel or HRES name tag. Preparation: PAT should have working knowledge of HRES and the services we offer. Being prepared will dictate the overall success of HRES. Listening: Be an active listener in projects and meetings, be aware of your body language, Maintain eye contact, Don’t Interrupt, Provide feedback and ask appropriate questions. Problem Solve: Help the client solve the problem, problem identification/analysis. Business Development: PAT is expected to forward all information that could potentially lead to a business opportunity to the APM or PM.



 
Accountability (Goal) – PAT must demonstrate the ability to represent HRES independently. Able to communicate with clients or perspective clients and have knowledge to help promote and cross sell HRES divisions. Able to work cooperatively and effectively with others to interpret and resolve problems. Anticipates, understands and responds to the needs of internal and external customers to meet or exceed their expectations. Takes the initiative to go above and beyond to assist where and when needed.

KRA #4:
Tasks-Activities – An PAT must show initiative and take an active role in their own professional development by identifying development opportunities in their Performance Coaching Plan. PATs must share knowledge and take opportunities to mentor others to help with their professional development. PATs must learn and adapt quickly, take time to reflect, set goals, and seek regular feedback and support.



 
Accountability (Goal) – Continually progress toward or achievement of specific professional development goals, identified in Performance Coaching Plan, certifications, advanced degrees, or proficiency in new skill or knowledge areas.
 
KRA #5:
Tasks-Activities – The PAT is expected to communicate with the APM and/or PM by phone, email, or in person frequently to identify risks, opportunities, prioritize or delegate tasks or reassign parcels.



 
Accountability (Goal) – The PAT is responsible for communicating risks, opportunities or schedule concerns with the Project Team in accordance with the Communication Plan implemented by the Project Manager.
 
KRA #6:
Tasks-Activities – PATs must consistently utilize the checklist or quality control document as directed by the APM or PM to ensure compliance.



 
Accountability (Goal) – Every parcel that the PAT submits must consistently pass the audit review process with minimal rework.