Project Assistant

Established in 1900, Mead & Hunt is a nationally recognized professional services consulting firm. Our planning, design and construction services are available to clients across a wide variety of sectors. From architecture, aviation, food/beverage processing, and federal to transportation, water infrastructure and more, our unique methodologies deliver innovative, cost-effective solutions that elevate clients and communities.

Here at Mead & Hunt, our culture is about taking care of people, doing the right thing, and doing what makes sense. We are a flexible company that believes in giving back to our communities. We are employee-owned and support initiatives through our various employee programs. We invest in our employees and build relationships that last.

Mead & Hunt, an award-winning national architecture and engineering firm, has continued to exceed our strategic growth initiatives creating opportunity for our current and prospective team members. As a result, a full-time position is available for a Project Assistant to join our Aviation Midwest group. This exciting opportunity is available at our Middleton, WI (greater Madison area) office.

Responsibilities include:

• Creating opportunities in Vision and Microsoft AEC 360 software and supporting client/project startup.
• Preparing precontract and startup items (forms, insurance, W9s, federal provisions, risk management requirements).
• Leading full project setup, including filing structures, phases, tasks, budgets, and project documentation.
• Monitoring project schedules, deadlines, billing milestones, budgets, and deliverables; provide regular status updates to the Project Manager.
• Tracking and communicating changes in applicable local, state, and federal regulations.
• Attending internal and external projectrelated meetings
• Preparing agendas and record/distribute meeting minutes as needed.
• Writing, editing, and providing QA/QC for documents such as internal communications, project correspondence/reports, contracts, RFP/RFQ materials, proposals, SOQs, and interview preparation.
• Communicating with clients, subconsultants, and agencies
• Requesting and reviewing insurance certificates.
• Managing and organizing project files, logs, contracts, purchase orders, submittals, extra work requests, job status reports, and construction closeout materials; process executed contracts and subcontracts.
• Assisting with invoicing, accounts receivable followup, and project budget management.
• Receiving and confirming client purchase orders and ensuring alignment with Mead & Hunt proposals/estimates.
• May serve as a client liaison to subconsultants, including creating subconsultant contracts, coordinating deliverables, and collaborating with risk management on negotiation requests.
• Assisting with safety compliance tracking through ISN or related platforms as required.
• Reviewing certified payroll submissions for compliance with state and federal regulations.
• Other duties as assigned.

A valid driver's license and occasional travel may be required.

The successful candidate must have the following:

• Associate degree in administrative assistants' program (or related field) and at least four (4) years of relevant office experience of which at least two years of experience working in the A/E/C industry in an administrative capacity

OR

• If no degree, six (6) years of relevant office experience of which at least two years of experience working in the A/E/C industry in an administrative capacity.

The ideal candidates will have any/all of the following:

• Experience with and/or knowledge of FAA requirements and documentation, including bidding requirements, provisions, specifications, and grant administration
• Capacity to leverage current and emerging technologies to provide value to the responsibilities listed.

At Mead & Hunt we shape the future by putting people first. If you have strong communication and organizational skills, are self-motivated, and can work well both independently and as part of a team, we can help you grow your career working with industry experts on exciting projects. Complete the online application at www.meadhunt.com/careers if this matches your career goals.

Why Mead & Hunt?

• Strong Company Culture
• Robust Career Advancement, Training, & Growth Opportunities
• Employee-Owned Firm
• Flexible Schedules
• Diverse Skillsets, One Company
• Impressive Benefits Package

Mead & Hunt proudly offers medical, dental, and vision insurance, paid time off, paid sick leave, parental leave, a 401K plan with a generous company match, life and disability insurance, and an employee assistance program.

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.

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