Assistant Project Specialist - Aviation & Federal

The Assistant Project Specialist is responsible for interfacing with internal and external project leadership to ensure the successful execution of overall projects and associated milestones throughout the project lifecycle. This includes assisting with client communication, subcontractor and subconsultant communication, supplier registration systems for design build related projects. This position blends project coordination, safety and risk management support, and subcontractor-facing activities — ensuring successful onboarding, safety documentation, and communication flow during the lifecycle of a project. The successful candidate will work closely with Construction Managers, EPC Project Managers, Safety Professionals, and project delivery teams to ensure subcontractors are qualified, aligned, and ready to perform in compliance with company and project requirements and safety standards.

• Proactively and regularly communicate with (but not limited to) the project team, client representatives, vendors, suppliers and subcontractors on project development and execution.
• Assist with identifying, entering, monitoring, and analyzing the progress of key project needs, deliverables and milestones for the project team using internal software, and support the presentation of monthly progress reports covering action items and progress updates.
• Plan, coordinate and facilitate on-site and off-site meetings.
• Assist with subcontractor safety prequalification efforts and communicate findings to project teams.
• Support pre-construction activities such as bidding, contracting, mobilizing and safety audit preparedness.
• Facilitate subcontractor onboarding to internal systems and tools (e.g., document management, compliance portals)
• Assist with collecting and reviewing subcontractor insurance certificates for coverage compliance and adequacy.
• Assist with, evaluate and maintain pre-mobilization safety documentation for subcontractors.
• Maintain accurate records and trackers related to subcontractor readiness and documentation.
• Assist with entering project scheduling information.
• Assist with monitoring submittal log and RFIs in construction management software and expediting responses for subcontractors from the internal design team.
• Assist with evaluating pre-mobilization safety forms and implementing a file management system to monitor project compliance.
• Assist with evaluating and publishing site-specific emergency action plans with input from the project manager, site operations staff and site superintendent to ensure accuracy.
• Assist with creating new projects using construction management software and provide daily reports and other workflows to be assigned to project and management leadership.
• Coordinate the required training programs and records for project personnel in conjunction with the corporate training department and project requirements to ensure compliance.
• Update SOP’s, train, and mentors new EO’s and CWK’s on best practices, means and methods in all project aspects resulting in future success for the individual, client, and company.
• Resolves questions regarding the project; research and provide appropriate answers.
• Minimum of a 3.0 GPA is strongly preferred.
• Involvement on campus or in the community is preferred.
• Candidates must be legally authorized to work permanently (i.e., without time limitations, without restrictions or without need for work sponsorship) in the country where this position is located.
• Performs other duties as assigned.
   

• Bachelor Degree in business, accounting, communications, construction management or related degree is required.
  • Or Associate Degree and 2 years of experience is required.
  • Or High School Diploma/GED and 4 years related experience is required.
• Experience with one or more cost management systems is preferred.
• Ability to work independently, think creatively and analytically and make quick and sound decisions.
• Strong problem-solving skills.
• Strong organizational skills, attention to detail, verbal and written communication skills and ability to handle multiple tasks.
• Demonstrated ability to communicate with all levels within an organization.
• Ability to track and follow up on multiple items with various timelines.
• Knowledge of Microsoft Word, Excel, Adobe and/or Bluebeam, and PowerPoint is required.
• Basic knowledge of Sharepoint, customer relationship management software and Microsoft Teams is preferred.