Job Description

Position: On-Site Project Manager Assistant

Location: Central Federal Lands Highway Division (CFLHD), Branch Offices located at 12300 West Dakota Avenue, Lakewood, CO

Schedule: Full-Time

**Attach Resume upon applying

Website to apply: Ibexexperts.com/careers.com

Valid COVID-19 Vaccination may be required. COVID-19 vaccination may be required of employees; exceptions will be provided in limited circumstances, where an employee is legally entitled to accommodation.

Job Summary:

IBEX IT Business Experts, LLC is looking for an on-site Project Manager Assistant to serve as the assistant to the Project Manager for all assigned personnel and shall provide administrative project management and oversight. The Project Manager Assistant shall be responsible for assisting the PM on an engineering, architectural, planning, or environmental firm, and familiarity with Project Controls is preferred. The Project Manager Assistant shall ensure that qualified personnel is assigned to the administrative positions required and answer government staff questions. The ideal candidate shall have 1-3 years of relative experience with various administrative work assignments, with the ability to multi-task, meet deadlines, and work as part of a team. Must be proactive, self-starting, and detail-oriented with significant problem-solving skills and experience. Must have excellent interpersonal skills, including the ability to effectively communicate with all levels of personnel and management.

Qualifications:

• Must be a US Citizen.
• Minimum Education: A Bachelor's Degree in Business Administration, Management, Marketing, Accounting, and/or Finance (preferred); An Associate's Degree in Business Administration, Management, Marketing, Accounting, and/or Finance (acceptable); or A High School Diploma or GED equivalent is acceptable with a minimum of 5+ years' experience assisting project managers (including assistance in project accounting) in an engineering, architectural, planning or environmental field.
• Ability to pass a Federal Government security/background check.
• Minimum experience of one full year of specialized experience, three plus years is preferred. Specialized experience is experience that has equipped the employee with the particular knowledge, skills and abilities to perform successfully the duties related to the position of Project Management Assistant; experience assisting Project Managers in an engineering, architectural, planning or environmental firm and familiarity with Project Controls is preferred.
• Possess knowledge of administrative, project budgeting, project scheduling, and clerical procedures and systems such as word processing, spreadsheets, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Highly proficient with Microsoft products such as PowerPoint, Word, Excel, Outlook, Skype/Microsoft Teams, Access, SQL, SharePoint, current web browsers (i.e., Internet Explorer, Edge, Google Chrome, etc.) Adobe Acrobat, scheduling/navigating conference applications (i.e., Adobe Connect, PolyCom VTC), automated administrative tracking management systems (i.e., travel management, time, and attendance), and other work-related data entry systems; to include the ability to effectively mentor the contractor's staff with these applications.
• Must possess knowledge and experience in the principles and processes for providing customer service. This includes customer needs assessment and meeting quality standards for services.
• Highly proficient in grammar, spelling, punctuation, and preparation of standard office documents, and has the expertise to mentor/instruct the contractor's staff to perform this function.
• Experience communicating with individuals at all levels, both orally and in writing.
• Organizational skills, detail-oriented and ability to plan and prioritize daily work schedules to accomplish assigned tasks.
• Self-motivated, capable of working independently without supervision, while coordinating with branch team members.
• Committed to providing quality customer service.
• Ability to read and comprehend general correspondence and instruction material
• Ability to learn new techniques and procedures.
• Ability to effectively communicate information orally to individuals and groups who possess varying levels of technical understanding.
• Ability to work well with others and interact with people of varied background, cultures and temperaments.
• Display high standards of ethical conduct and understand the impact of violating these standards on an organization, self and others.
• Ability to be highly accountable and often responsible for safeguarding confidential information.
• Experience with technical editing and bringing together multi-disciplinary/multi-authored documents is a plus.

Preferred Qualifications:

• Working knowledge of Primavera
• Project accounting experience
• Experience in creating and maintaining web content using Content Management Systems, such as Drupal and SharePoint

The Project Management Assistant will be responsible for assisting a group of Project Managers (PM) and PM/Construction Operations Engineers (PM/COE) with project planning, execution, acquisition and closeout activities, to include:

• Setting up and monitoring administrative systems.
• Developing, coordinating, scheduling and administering activities of specific project functions and
• Serving in a support role for project management coordination and controls.
• Assist with general administrative duties as needed including attending meetings, providing project documentation support as well as support the production of deliverables.

The Project Management Assistant will furnish Project Management support staff with the capability to perform the following tasks without supervision (introductory training on FHWA's unique systems and processes is expected).

Administrative:

• Provide task-based administrative services for FHWA's Central Federal Lands Highway Division (CFLHD) Branch Offices located at 12300 West Dakota Avenue, Lakewood, CO Utilize Internet and Intranet resources, in-house computer programs, and computer software such as Microsoft Word, Excel, PowerPoint, and OneNote to provide office support, store, transfer, print documents, create spreadsheets,
• Provide charts and graphs and prepare presentations. This includes printing and document control for active projects.
• Provide project-based spreadsheet development, word processing, project scheduling and other project-based computer system applications.
• Prepare correspondence, transmittals, reports, and documents that require some understanding of technical, project and management matters, and ensure distribution both internally and with partners.
• Review outgoing documents for format, grammar, punctuation, and finalize for signature.
• Coordinate printing, copying and distribution of outgoing correspondence and other documents.
• Prepare travel arrangements, travel authorizations, and travel vouchers in accordance with the Federal Travel Regulations, agency and local CFLHD policy guidelines. Ensure proper distribution of documentation.
• Prepare local vouchers that do not include travel, as needed in accordance with CFLHD procedures.
• Prepare invitational travel in accordance with CFLHD policy and procedures.
• Ensure proper accounting codes are used. Assist Finance Branch with accounting reclassification when necessary.
• Make arrangements for internal and off-site conferences/meetings, securing local meeting space through Outlook Scheduler, and preparing the room for the meeting.
• Attend meetings, prepare agendas, take minutes and maintain action registers, including tracking action items to ensure completion.
• Process Customer Satisfaction Surveys for Project Development and Completed Construction quarterly using an online survey software program.
• Assist Branch Chief and Team Leads in Onboarding new employees. Prepare onboarding binder, go over onboarding binder w/new employee, train employee on filing structure, SharePoint, Funds Management System, and other items identified in checklist.
• Update/Maintain PM Branch SharePoint site.

Project initiation and planning:

• Prepare/review project directory setup request for electronic project folders and submit to IT for setup.
• Assist PM in preparing draft pre-scoping and delivery method documents.
• Assist in compiling scope of work and budget for scoping activities.
• Enter initial budget information into funds management system.
• Prepare draft documents for setup of project accounts.
• Prepare draft scoping project and reimbursable agreements.
• Prepare and/or coordinate contractual documents for signatures.
• As part of Procurement Request (PR), Send approved scope of work and estimate to Acquisitions to initiate task order contracts.
• Assist PM in compiling draft project delivery plan (PDP) documents for project teams.
• Perform quality assurance on PDP to make sure that all budgets are entered into the Funds Management System and that all required documents are accounted for.
• Attend contract negotiations and prepare summary of negotiations.

Project life cycle duties:

• Conduct Quality Control on PR forms and submit requests to Finance for processing.
• Prepare draft monthly progress reports.
• Revise budgets based on change orders, amendments, budget reallocations, etc. using internal funds management systems.
• Assist PMs in updating project budgets in the Funds Management system. Run quarterly budget variance reports.
• Prepare reclassifications for funding transfers.
• Attend contract negotiation sessions and prepare summary of negotiations.
• Create, format or update tables, graphs, and spreadsheets.
• Prepare draft change control documents.
• E-mail documents, such as contract modifications, for signature.
• Prepare draft project acquisition plans.
• Update/Add Project pages on the FLH External Website using the Drupal platform

Project close out:

• Review and finalize funds management system for closeout.
• Prepare draft letter for Project Manager's signature.
• Purge and archive records.
• Update/Maintain Closeout Meeting Log and send reminders to PMs on distribution of closeout meeting minutes.
• Prepare Purchase Request (PR) forms for close out of task orders/contracts. Will have to research using various resources to gather all pertinent information.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment.

Appearance: All personnel shall be attired in business casual clothing for daily work. Attire worn should always ensure employees safety from working conditions (long pants, appropriate shirts and close toe shoes as required): on occasion, staff may be required to wear a business dress for certain activities.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

Position Type/Expected Hours of Work:

This is a full-time position. The days and hours of work are Monday through Friday.

Job Type: Full-time

IBEX IT Business Experts, LLC (IBEX) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, IBEX?complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.?

IBEX?expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of IBEX's employees to perform their job duties may result in discipline up to and including discharge.

We excel because we all come from very different backgrounds, yet all fit into a culture that encourages an entrepreneurial thought process. It is the diverse perspectives of our IBEX employees that strengthen our organization. Come be a part of our innovative & inclusive team!

This position is currently accepting applications.