Location: Morgantown, West Virginia Title: Project Manager Assistant & Administrator I Schedule (FT/PT): Regular Full Time Travel Required: Yes (0-25%) Government Clearance: Ability to Obtain At North Wind Design, “Large Firm Expertise, Small Firm Responsiveness”, is the motto that we put into action every day. We perform high quality planning, engineering, architecture, and professional services in a fast-paced and collaborative environment, with our employees being our greatest asset. We offer you the opportunity to work on exciting and challenging projects for a wide variety of federal clients nationwide. North Wind Design prides ourselves in being responsive to our clients and partners by empowering you to make decisions and build trust on the front lines. We also provide exceptional opportunities for you to develop and grow your career through education, training, certifications, work assignments, and advancement. We also provide additional career growth opportunities across affiliated business lines including Engineering, Environmental, Construction, and Mission Support activities.
North Wind Design has a highly competitive benefits package including 401(k) matching and medical, dental, and life insurance options. We have a formalized mentorship program, professional development through North Wind University, a health & wellness program, and an employee service awards program to enhance your experience and job satisfaction. Additionally, we support the communities where we live and work by taking part in community fundraisers and volunteering through local organizations. North Wind Design is a diverse, veteran-friendly firm that provides the right environment for leaders and results-oriented professionals to thrive. Come join our team!
POSITION PURPOSE:
Supports an organization or department by performing administrative services. Assists management with administrative tasks such as tracking and compiling information. Prepares various reports detailing the administrative information handled by the position. Reads and answers correspondence. May handle confidential information.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Prepare Purchase Requests (PRs) for subcontracts, modifications, and other requirements.
- Assist in closing out projects via PR’s, invoicing, final billing, and business development updates (e.g., project descriptions, resumes).
- Process expenses for approval and payment (coding and reconciling company credit cards).
- Edit specifications from engineering redlines, process, and publish via applicable format (e.g., SpecsIntact & Specpoint).
- Organize and maintain files on SharePoint Site and on the server.
- Monitor email communication, track due dates, requests for information, and receipts of correspondence and documents.
- Maintain the general filing system and file all correspondence and electronic files.
- Prepare transmittal forms, transmit documents to clients, verify receipt, upload records to electronic filing systems, and record completion dates.
- Assist in the planning and preparation of meetings, conferences, and conference telephone calls.
- Schedule meetings, write agendas, take minutes, distribute meeting materials.
- Monitor training database, report overdue training, upload completed training records.
- Order, receive, and stock supplies. Maintain inventory.
- Participate in Document Control and Records Management audits/assessments when requested and implement any corrective actions required.
- Process construction administration submittals and Requests For Information (RFI) for review and response to the client.
- Assist CAD department with drafting, plotting, and organization.
- Related clerical duties such as photocopying, faxing, filing, and collating.
MINIMUM QUALIFICATIONS:
Education and Experience:
- High school diploma or equivalent
- 0-2 years of relevant office experience
Skills and Abilities
- Excellent interpersonal skills
- Strong communication, prioritization, and organizational skills
- Skilled in multiple word processing and database applications including Word, Excel, Acrobat, SharePoint, and Teams
- Ability to work accurately, follow instructions/schedules/timelines and handle multiple priorities
- Familiar with construction specifications and construction documents
Special Requirements:
- Must pass background check
- Must pass pre-employment drug screening
- Fluent in English
- Applicants are required to have REAL ID ACT compliant documentation at time of hire and nothing on record that would prohibit you from gaining access to military installations
PREFERRED QUALIFICATIONS:
PHYSICAL DEMANDS:
Sedentary work. Sedentary work involves lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools.
- Sitting – Remaining in a seated position.
- Standing or walking – Standing is to remain on one’s feet in an upright position without moving about. Walking is to move about on foot.
- Reaching at or below shoulder level
- Keyboarding – entering text or data into a computer or other machine by means of a traditional keyboard.
- Fine manipulation – touching, picking, pinching, or otherwise working primarily with fingers rather than the whole hand or arm as in gross manipulation.
- Speaking – expressing or exchanging ideas by means of the spoken word to convey detailed spoken instructions to others accurately, loudly, or quickly.
- Hearing – in person speech, telephone, other sounds
- Near visual acuity – clarity of vision at approximately 20 inches or less, i.e. working with small objects or reading small print, including use of computers
- Far visual acuity – clarify of vision at 20 feet or more. This is not just the ability to see a person or objects, but the ability to recognize features as well.
- Peripheral vision – observing an area that can be seen up and down or to right or left while eyes are fixed on a given point.
WORKING ENVIRONMENT:
This position involves work in an indoor office setting.
REASONABLE ACCOMMODATION:
North Wind offers a competitive pay and benefits package to include health, life, and disability insurance benefits, 401(k) with company match, generous paid leave and tuition reimbursement for eligible employees. As a company, we are committed to employee wellness, professional development, and work-life balance. We value safety, reliability, and commitment to our people! For more information about our benefits or hiring philosophy, visit the North Wind Career Opportunities Page. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The nature of those accommodations will be determined on a case-by-case basis. If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact our Helpline +1.208.528.8718 or use the Request for Reasonable Accommodation form to get assistance. North Wind is an Equal Employment Opportunity (EEO) employer and welcomes all qualified applicants. Applicants will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion, or other legally protected status. All qualified applicants will receive consideration for employment without regard to their protected veteran status and will not be discriminated against on the basis of disability. Proof of citizenship will be required as a condition of employment.
Candidates may be required to obtain and hold a Secret or Higher US Government Clearance. The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information NW collects and for what purpose. The Employee Privacy Notice can be accessed here: https://northwindgrp.com/wp-com .