Project Assistant - Architecture & Engineering

Project Assistant

As a Project Assistant, you will provide administrative and project support to an interdisciplinary architecture and engineering team. The work includes document preparation, scheduling, tracking, filing, and data entry: contracts, project manuals, submittals, RFIs, certificates of insurance, meeting minutes, and project records in Deltek Vision. You will also cover the office administrative responsibilities.

This is an administrative job, and the people who are good at it are the careful ones. The architects and engineers depend on you to have the right file, the right contract language, and the right project data, and they notice when you do. The firm is employee owned, with profit sharing and an employee stock ownership plan (ESOP).

In this role, you will:

1. Keep the team's documents, calendars, and files in order. Handle the day to day flow of information inside the team and with outside organizations, prepare agendas and meeting minutes, schedule meetings and reserve the rooms and equipment, maintain client contact lists and project files, and book business travel when you are asked to.
2. Process the project paperwork on time. Log and route proposal requests, submittals, and RFIs, assist with phased document issuances and bidding, and keep certificates of insurance tracked, organized, and filed.
3. Prepare contracts and project manuals for the project managers to review. Assemble contracts in the AIA software and project specifications and manuals in BSD SpecLink, and format correspondence and technical documents to the firm's standards.
4. Enter and maintain project information in Deltek Vision. Set up new projects with the project number, budget, and schedule you are given, and update the record as the team leader and project managers direct.
5. Proofread everything before it leaves the office. Check documents and project information for accuracy, formatting, grammar, and consistency, and take anything that looks wrong back to the project manager instead of sending it out.
6. Proofread proposals and help the team get ready for interviews. Check proposals for grammar, punctuation, content, and consistency, learn what goes into one, support interview preparation, and log business development opportunities in Deltek CRM.
7. Stay comfortable with the office technology. Learn the copiers, scanners, virtual meeting platforms, and conference room technology, work confidently in Microsoft Office, SharePoint, and Teams, and pick up new tools as they come in.

People Matter Each individual's background, knowledge, ability, and experience contributes to strengthening our organization and projects. Our dedication to diversity includes company provided training and education, equitable recruitment, a grassroots employee DEI committee, and robust community partnerships.

Progressive Companies is comprised of people with a variety of abilities, races, colors, religions, genders, sexual orientations, national origins, ages, veteran statuses, and more. As an equal opportunity employer, we believe diversity, equity, and inclusion are essential elements of innovative design. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Transforming Spaces. Empowering People.

We are dedicated to human-centered, sustainable, and inclusive design practices. We believe diversity, equity, and inclusion are essential to building trust, respect, and truly innovative design making spaces welcoming and accessible to all. Our sustainability approach embraces the AIA 2030 Commitment, together with a range of high performance, restorative, and regenerative strategies with a focus on climate responsive results to maximize positive impact in our industry. Employee Owned

We act like ownersbecause we are. From modest beginnings of four original engineering partners in 1962, to almost 300 architects, engineers, designers, and consultants across multiple regional offices today, the energy, resourcefulness, and entrepreneurial mindset you expect from a CEO come standard with every team member. Culture of Excellence

The firm is continually ranked as one of the Best and Brightest Companies to Work For in the Nation, with comprehensive benefits including an award-winning wellness program, hybrid work schedule, summer hours, profit-sharing, and employee stock ownership plan (ESOP). We take our work seriously, but have fun along the way, which fuels the creative spirit and supports a focus on work and life integration. Progressive Companies is committed to development and growth of team members through continuing education, mentorship, growth opportunities, and more. We are dedicated to giving back to our communities, with paid service-learning hours available to every employee and corporate sponsorship for a wide range of community organizations and activities.