Aviation Project Coordinator

The Project Coordinator provides support to our Project Managers to ensure seamless execution of projects. Responsibilities include working closely with Project Managers to prepare comprehensive action plans, including resource planning, scheduling and budget tracking for numerous projects simultaneously. In this role, you will perform various essential functions and responsibilities including administrative support, formatting and reproduction of various documents (correspondence, meeting agendas/minutes, contract documents, specifications, reports, etc.), maintain project documentation, assist with funding requests and permitting, review and validate sub-consultant invoicing, contract management, and various other tasks as-needed to ensure Project Managers needs are met as projects evolve.

Essential Functions & Responsibilities:

Coordinate project schedules, resources, and information
• Assist with reproduction of drawings, reports, etc.
• Assist with formatting and compiling of preliminary contract documents, special provisions and technical specifications
• Assist with formatting of engineer's report and modification to standards
• Compile/submit permits, as needed
• Format all out-going correspondence, letters, memorandums
• Prepare agendas and sign in sheets
• Participate in team meetings and compile meeting minutes
• Support on state portal management
• Maintain project documentation
  • Prepare/maintain digital document control
• Review and validate sub invoices
• Prepare request for reimbursements and project funding summaries
• Review certified payrolls
• Prepare federal and state grant applications and sponsor certificates
• Bid site management
• Prepare/submit DBE and ACDBE programs, goals, reports
• Contract management
• Ensure project managers needs are met as the project evolves
• Assist with resource management

Skills & Proficiencies:

• Ability to use independent judgment to fulfill job responsibilities

• Flexible and can adapt to change
• Strong working knowledge of Microsoft Office programs, primarily Word and Excel
• Effective speaking and listening skills
• Ability to multitask
• Attention to detail

Required Qualifications:

• Associates Degree or higher
• 2+ years of experience in an Administrative Assistant role

Resulting Physical Qualifications:

• Must be able to sit for extended periods of time.
• Must be able to operate and manipulate standard office equipment.
• Must be able to occasionally reach, bend, climb and/or balance.
• Must be able to frequently lift and/or move 10 pounds and occasionally lift and/or move up to 40 pounds.

Level up your career with Woolpert. Apply today and join our team to help shape the future of tomorrow!

Why Woolpert?

Woolpert is looking for supportive, goal-oriented, and career-minded individuals who are, or are looking to become, industry leaders in their fields. We blend design excellence with innovative technology and geospatial applications to deliver exceptional value to our clients. When you join us, you'll join a team of experts who are passionate about their work and dedicated to building the next generation of industry leaders. Woolpert embraces progress and innovation, creating limitless opportunities for your career growth.

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Our vision: http://woolpert.com/about-us/

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

To all agencies: Please, no phone calls or emails to any employee of Woolpert or any of our subsidiaries about this requisition. All resumes submitted by search firms/employment agencies to any employee at Woolpert via-email, the internet or in any form and/or method will be deemed the sole property of Woolpert, unless such search firms/employment agencies were engaged by Woolpert's Talent Acquisition Team for this requisition and a valid agreement is in place. In the event a candidate who was submitted outside of Woolpert's applicant process is hired, no fee or payment of any kind will be paid.