Project Manager Assistant (PMA)

at  Souder Miller Associates

GROWING, SUCCEEDING AND DESIGNING OUR FUTURE TOGETHER

We are looking for future team members who are excited to make an impact. As an employee-owned company, we are dedicated to the betterment of our clients, our communities, and our employees. Your contribution is key to the quality-of-service SMA delivers. Throughout your career with SMA, there will be opportunities for you to improve the skills you need to achieve your professional goals. We encourage you to explore innovative ways to develop solutions while collaborating with team members inside and outside the organization by providing the framework for you to find success.
We don’t just talk about being client-focused; the engineers, scientists, surveyors, technicians and other professionals at SMA live and breathe it. After all, we are members of the communities we help.

SUMMARY:

Souder, Miller & Associates is recruiting for a Project Manager Assistant (PMA) for our Transportation Tech Sector. The position is located in our Albuquerque, NM office. PMA assists the Project Manager with projects by performing the duties related to the various project administration required to satisfy client requirements and ensure completion of jobs. Also includes, the support and service operations, document control, database management, client relations, and to administer financial aspects of projects.

JOB REQUIREMENTS:

• High school diploma or GED required. Associates or bachelor’s degree in Accounting, Finance or related field is preferred.
• Minimum of 2 years’ related experience or the equivalent thereof.
• Minimum of 1 year’s Accounting based software experience preferred.
• Preferred prior experience with an engineering and/or architecture firm.
• Must have a valid driver’s license and able to pass drug and alcohol test.

• Accurately and completely initialize projects in the company financial system.
• Provides direct assistance to Project Manager to ensure timely project execution.
• May act as liaison between the Clients and Project Manager or Contractors involved in project implementation and assures that all contracted work is satisfactorily completed according to specifications.
• Assist with budgets in the financial systems. Work closely with project managers (PM) to ensure early warning of potential over-runs. Re-allocates budgets as required.
• Prepares billing reviews, draft invoices, and monthly reports for PM’s to review and ensure that all charges are in the correct phases and/or time is accurately charged. Provides analysis of work in progress (WIP), billings, collections and receivables.
• Assists Project Manager in tracking out-of-scope work to ensure that change orders are prepared and executed when needed.
• Prepares and distributes weekly/monthly office reports and drive actions to resolve indicated issues.
• Prepares invoices with the goal of billing every project every month.
• Drives action to bring number of days billings in WIP and accounts receivables (AR) to company goal.
• Prepares and routes documentation both inside and outside of company, to drive billings and assist collections.
• Proactively initiates contact with customers to resolve issues.
• Assists Project Manager in the preparation of Subconsultant Master Service Agreements (MSA) and Task Orders.
• Processes vendor/subconsultant invoices to ensure current Subconsultant MSAs, insurance and payment terms are in compliance with the company policies.
• Monitor payment of vendor/subconsultant invoices. Enters in-house project expenses.
• Processes contract changes/amendments in the financial system with prior approval.
• Attending Soft Close, WIP Aging and AR aging meetings as needed.
• Prepare pay applications and reimbursement forms when needed.
• Familiar with Ajera inquiries, widgets, and reporting features.
• Works closely with Project Managers on all of the above and any other required tasks to ensure projects are maintained.
• Work with marketing to provide up to date data for proposals.
• Collects credit card payment information and route for processing.
• Prepare cover letters and invoices of the projects to submit to client.
• Assist Project Managers (PMs) with information they need, i.e., reports, past projects information, past invoices, tracking and logging of project invoicing and subconsultant invoicing.
• Code Accounts Payable (AP) invoices, scan, and email to AP.
• Support technical sectors and client communities in whatever they need, i.e., proposals, time management, work schedules, budgets, and whatever else they may request.
• Uses data entry equipment/software to record assigned data.
• Schedule monthly meetings for the Tech Sector Manager and attend meetings as needed basis.
• Notarizes paperwork, when needed.
• Assists with audit and overhead submittal paperwork.
• Complies with all applicable safety guidelines and standards.
• Able to exhibit high level of confidentiality.
• Maintain professional appearance and demeanor.