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Project Assistant

3 months ago

Ashburn, United States Institute for Building Technology and Safety Full time

**Responsibilities**:
IBTS offers a rewarding opportunity for an experienced Project Assistant whose experience includes project support in the construction industry. The Project Assistant will work closely with the Program Manager to provide project coordination and support for a federal client and project based in Washington, D.C.

The Project Assistant will provide administrative and logístical support to include data analysis; report writing and generation; progress and milestone monitoring, tracking, and reporting; meetings attendance and minutes preparation; generating invoices and monitoring budgets; and supporting the Program Manager and project team.

This position is currently a **hybrid position** and will require certain occasional attendance in the IBTS headquarters office located in Ashburn, VA. Attendance at the client site, in Washington, D.C., will be required at times.

**Responsibilities**
- Provide administrative support to enforce specified procedures at the federal facility.
- Organize and maintain project files, including drawings, design documents, and inspection reports.
- Track project-issued permits, certificates, and inspection reports using designed software.
- Attend meetings; prepare and distribute meeting minutes for client meetings and stakeholder engagements.
- Support Program Manager in the preparation and issuance of project status reports on a weekly basis and as required to the client.
- Prepare Gantt charts to include project timelines, milestones, and tasks.
- Prepare briefings and/or final reports for quarterly visual inspections conducted; assist in the scheduling of inspections.
- Prepare reports related to OSHA inspections conducted.
- Prepare Status Reports of all projects on a weekly basis.
- Support Program Manager in the preparation of monthly program status reports for client review, per client specificatioins and requirements.
- Support the Program Manager in the design and development of program performance overview presentation to the client at specified intervals.
- May assist Program Manager in identifying and monitoring timelines, milestones, and deliverables to contribute to effective project planning.
- Monitor and track the progress of action items and other tasks; keep program manager informed in a timely manner.
- Assist in risk mitigation, identification, tracking, management, and resolution.
- Assist the program manager with budgeting; log expenses and file internal financial reports.
- Assist in the development and delivery of project presentations.
- Schedule meetings, conference calls, and project-related events with team members.
- Monitor service delivery performance and provide written, detailed updates to the program manager.
- Conduct research and gather data to support project initiatives and encourage good decision-making practices.
- Facilitate communication among team members and liaise with the program manager.
- Seek opportunities for process improvements and make recommendations.
- Write and distribute project-related messages, such as memos and status updates collaborating with cross-functional teams.
- Generate and process invoices and payment.
- Provide general administrative and/or project support to program manager as needed.

**Personal Qualities**

IBTS places a high value on certain personal traits that work toward creating a positive, supportive work environment, which is essential for working together and achieving success. We believe “how” you achieve your results is as important as what you achieve. The following highlights the personal traits key for success for those in individual contributor roles within the organization.
- Strong Work Ethic/Integrity
- Reliability/Dependability
- Collaration/Team Contributor
- Teachable

Qualifications:
**Education & Experience**:

- Associate or Bachelor’s degree in a related field of study (e.g., business administration)
- Advanced-level expertise in Smartsheets
- Proficiency in developing and managing Gannt Charts
- Minimum of 3 years of relevant experience
- Substitutions:

- Relevant experience may be considered in lieu of required education.
- A higher-level degree may substitute for relevant experience.

**Technical**:

- Proficiency in MS Office Suite to include Excel, Word, PowerPoint, Outlook, SharePoint, and Teams.
- Project Management certification a strong plus.
- Experience with a Project Management software (e.g., MS Project) a strong plus.

**Other**:

- Excellent communication skills, both verbal and written.
- Strong client-facing and customer service skills with a positive and professional attitude.
- Demonstrated experience in data analysis and reporting techniques to include collecting, interpreting, and presenting information.
- Excellent proofreading skills.
- Reliable attention to detail with a focus on quality, accuracy, and timeliness of work with consistent follow-up.
- Strong organizational skills to maintain accurate records, prepare detailed repo