The Project Assistant will provide administrative and operations support to the Engineering Department, ensuring day-to-day operations run efficiently. This position will be working with engineers, homeowners, and insurance companies to support in different areas, including but not limited to: coordinate project scheduling, tracking timeframes/deadlines, document database of project updates, process reports, electronically deliver invoices, amongst other tasks.
Work Location: Tampa Corporate Office, In-Person; Work From Home 2 scheduled days/week offered after 6 months of employment.
Status: Full- Time, Hourly

EDUCATION/EXPERIENCE:

• High School degree or equivalent required. Bachelor’s degree preferred.
• Minimum 1-3 years customer service or administrative experience highly preferred
• Proficient in a Windows environment, including Microsoft Office Suite, Adobe Acrobat, Database Management and possess the technological ability to learn other software systems as required

PERFORMANCE PREFERENCES (KNOWLEDGE, SKILLS AND ABILITIES):

• Must possess excellent verbal and written communication skills; including excellent grammar and spelling.
• Ability to perform administrative tasks with strong organizational skills and attention to detail.
• Ability to work as a collaborative team member and exercise leadership skills.
• Ability to interpret, adapt and apply guidelines and procedures.
• Ability to work independently and use initiative to complete tasks.
• Ability to meet deadlines and to prioritize and adapt to last minute requests or schedule changes as the workload requires
• Ability to maintain confidentiality
• Adhere to the Company Drug Free Workplace Policy and successfully complete pre-employment and random drug screenings.
• Successfully complete the background-screening process, including criminal, social security verification, credit history, worker’s compensation, and MVR screenings.

• Coordinate engineer’s schedules, including coordinating and setting site visits with homeowner and/or their representatives and updating calendar and database. Coordinate appropriate timeline for completion.
• Assist engineers with logistics of travel coordination.
• Pull required site background information and property appraiser information to ensure timely project scheduling and completion.
• Communicate with adjusters, homeowners and attorneys regarding project status, acting as a liaison between clients and department personnel, during the scheduling phase.
• Track projects from initiation to field work completion, communicate the due dates to the appropriate staff and maintain project workflow reports for assigned staff; enter information pertaining to project issues and events into database.
• Communicate due dates, budgets and updates to clients.
• Prepare and coordinate all activities relating to the preparation of reports.
• Verify and review reports for accuracy, completeness, and conformance with established standards, regulations, policies and procedures.
• Assist Engineers with tracking projects and communicating due dates and project-related changes to the appropriate Engineer.
• Collaborate and communicate with engineer regarding workflow-issues.
• Enter information pertaining to project issues and events into database. Notify appropriate parties such as Engineering Services Administrator or Engineering Technical Support Manager.
• Coordinate final report processing and signature with engineer.
• Maintain accurate and up-to-date project files and project database.
• Meet company TAT (Turnaround timeframe) goals.
• Distribute final reports to clients and any other applicable parties as needed.
• Complete projects in the database as required. Close completed project files including purging files.
• Enter billable and non-billable time into database for Engineer’s and self; enter expenses into database, generate and edit invoices for submittal to accounting.