Administrative Assistant

Responsibilities Mead & Hunt, Inc., a nationally recognized professional services consulting firm, has an exciting opportunity for an Administrative Assistant. This position assists Project Managers by providing project coordination, assisting with workload/tasks, and providing advanced administrative support to project teams.This opportunity is available at our West Allis, WI office location and will be a part-time position. Responsibilities include: Create opportunities in Vision and Microsoft AEC 360 software as well as client/project start-up. Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.) Lead project set-up including filing structure, completing project set-up form setting up phases, tasks, and budgets per Project Manager or contracts Monitor schedules and deadlines for projects. Provide project status updates to Project Managers on contract/change order receipt, project billing milestones/status, budgets, and deliverable deadlines and compile project documents Track and inform staff of changes to local, state, and federal guidance changes to applicable rules and regulations Attend internal and external project/admin related meetings; prepare agendas and take/distribute minutes as requested Write, edit, and/or provide QA/QC for a variety of documents such as internal team communication, project correspondence and reports; contracts, RFP/RFQ solicitations, non-client selection status, proposals, statements of qualification, interview preparation Communicate with clients, sub-consultants, and agencies; request and review insurance certificates Manage project files, communication logs, extra work requests, job status reports, purchase orders, contracts, construction bid submittals, contractor submittal logs, and construction close-out. Process executed contracts and subcontracts Track and follow up with accounts receivable. Assist with invoicing, managing project accounts, and budgets Receive and confirm client purchase orders and ensure match to Mead & Hunt proposal and estimate May act as a project liaison for sub-consultants including creating sub-consultant contracts, monitoring sub-consultant deliverables, coordinate with risk management for requested negotiation of terms May review certified payroll records submitted by contractors and subcontractors to document compliance with state and federal regulations Perform other duties as assigned Successful candidates must have the following: Associate degree in related field plus two (2) years of related experience --OR-- If no degree, four (4) years of related office experience Ideal candidates will have any/all of the following: Four or more years of relevant experience Experience with Microsoft Office Projects Understanding of general contracting language and terminology. Capacity to leverage current and emerging technologies to provide value to the responsibilities listed Why Mead & Hunt? Strong Company Culture Robust Career Advancement, Training, & Growth Opportunities Employee-Owned Firm Flexible Schedules Diverse Skillsets, One Company Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position. Employment is contingent upon successful completion of applicable pre-employment screening requirements. All qualified applicants will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin. #LI-CT1 #J-18808-Ljbffr