Project Assistant - Construction - Institute for Building Technology and Safety

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 logistical 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.  

The ideal candidate will be a high performer and possess a strong working knowledge of project management principles and practices with proven organizational skills. 

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.
• Ensure the accuracy and completeness of the client's directory and subject matter experts list.
• 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

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 reports, and create comprehensive plans.
• Valued team player with adaptability and flexibility supported by a strong work ethic.

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce.  All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents.  Veterans and individuals with disabilities are encouraged to apply.

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