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Administrative-Project Manager Assistant

Moore Engineering, Inc.

  • Location: Bismarck, ND
  • Post Date: 5/3/2021
  • Job Type: FULL TIME
  • Job Level: Experienced

This position provides a wide range of administrative and project management support for the Bismarck office while performing the following duties:

Essential Duties and Responsibilities

  • Answers multi-line phone system, screens and transfers all inbound and interoffice calls for Moore Engineering’s branch offices in Western ND
  • Greets and directs clients and visitors
  • Assists contractors with project specific information and refers them to the Project Manager when indicated
  • Produces specification books for the purpose of bidding projects
  • Prepares letters, transmittals, forms and memos
  • Supports the Administrative team in other offices when needed
  • Assists with the preparation of funding applications, reports, and other required documents to secure project funding
  • Arranges hotel and car rental reservations
  • Distributes incoming mail/packages, prepares outgoing mail and UPS packages
  • Schedules meetings and webinars and arranges meal delivery or pick-up, when indicated
  • Oversees conference registration and coordination the Western ND region
  • Tracks status of projects and produce monthly progress reports
  • Assists with development of client and sub consultant agreements
  • Assists with contract and subcontract administration
  • Assists in development of work breakdown structure for tracking project performance, project set-up and project maintenance in Accounting software
  • Monitors project performance metrics with reports from Accounting software (ex. accounts receivable, profitability, labor charges)
  • Assists in developing project budget, project work plans, and invoices
  • Assists with month end reporting and analysis
  • Assists with development and review of project invoices
  • Assists with client relationship management (CRM) input and tracking
  • Serves as a liaison with accounting to support regular project reporting
  • Monitors schedule of projects and produces monthly progress/status reports
  • Assists in the planning and execution of company events
  • Tracks relevant client and employee special occasions (births, retirements, honors, etc.) and sends cards, memorials, or flowers
  • Monitors office and janitorial supplies inventory and places orders when needed
  • Other duties as assigned

Requirements

  • Associates degree in Business or related field
  • Five years administrative support experience in a professional environment
  • Proficient in Microsoft Office Suite and Adobe Software
  • The ability to work in a fast paced environment, handling multiple duties simultaneously
  • Strong analytical and problem solving skills
  • Experience with financial/accounting software preferred
  • Experience with budget and performance tracking and analysis preferred
Moore Engineering, Inc.