Assistant Project Coordinator

St. Louis, MO

Our Assistant Project Coordinator helps to manage and support activities related to the preparation of plans, specifications, reports, and other documents for projects within prescribed time frame and funding parameters by performing the following duties. Typical advancement is based on the quality performance of essential duties and responsibilities. Discretionary advancement is based on employee’s actions and accomplishments.

Essential Duties:

  • Assist Project Manager and Project Coordinator
  • Provide technical assistance support to projects as defined by the Project Coordinator
  • Serve as liaison for projects with DMA internal and external stakeholders
  • Proofread proposals, reports, add service request for accuracy
  • Download project documents from share file locations
  • Receive/file monthly invoices for projects
  • Assist with specifications, Change Order/Add Service requests, Transmittals, etc
  • Confirm with clients invoicing has been formatted correctly for their processing
  • Change project Status/Stage in Opportunities to “Contract Awarded”
  • Follow-up for missing contracts
  • Track project financials, including creating work orders and validating invoices
  • Work with PM/DM to ensure proposal is complete and delivered on-time
  • Assisting Project Coordinator with administrative tasks such as scheduling meetings and maintaining databases
  • Managing multiple projects simultaneously to ensure that deadlines are met
  • Maintaining files of records related to projects, including meeting notes and correspondence

General Requirements:

  • Be detail oriented, versatile, and enthusiastic Exhibit flexibility to work on multiple projects and react to changing client and company expectations
  • Ability to take direction and function independently with limited supervision
  • Possess strong organizational and time management skills
  • Capable of multi-tasking on a wide range of projects of varying size and complexity
  • Participate and become an active part of the project and division team through active listening & open communication
  • Possess strong analytical skills with the ability to resolve complex technical issues.
  • Proficient in Microsoft Office Tools (SharePoint, OneDrive, Outlook, etc.) and Document Control Management Software
  • Track and document individual labor costs and monitor budgetary costs associated with work
  • Ability to effectively present information to project managers, project coordinator, clients, and multi-disciplined design teams through verbal communication, technical reports, memos, or other project correspondence
  • Thorough understanding of construction and engineering project processes

Education & Experience:

  • Holds an associate’s degree or equivalent education from a college or university in a related field
  • Has a minimum of 3-5 years’ of relevant experience

Certificates, Licenses, Registrations:

  • There are no required certifications or licenses for this role

Physical Demands & Work Environment:

  • Able to be seated at a standard workstation for 75% or more of workday
  • Able to use desktop, laptop and/or tablet computer and smart phone for 75% or more of workday
  • Work performed will typically be in an office environment with moderate noise level or may be performed remotely based on the company & Division’s in-office attendance policy
  • Occasional travel to other offices or vendor/company partner/job site locations may be required
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

To provide equitable employment and advancement opportunities, employment decisions at David Mason + Associates are based on merit – an alchemy of professional qualifications, demonstrated capabilities, and the ability to be innovative. We recruit and hire the best available talent regardless of race, color, religion, sex, national origin, age, disability, genetic information, gender identity, sexual orientation or any other characteristic protected by law. DMA strives to treat all employees equally with respect to compensation and opportunities for advancement.