Project Assistant

Founded in 1919, KJ has always looked to the future. With a talented team of professionals and a culture of continuous improvement, we deliver exceptional engineering, environmental consulting, and construction management services, with a focus on innovation and sustainability. Using advanced analytics, technology, and tools, KJ improves designs, reduces risk, and finds better ways to deliver projects from planning through construction. KJ is at the forefront of developing sustainable solutions for clients, including green infrastructure design, strategies to reduce energy use and environmental impacts, award-winning water reuse projects, and efficient construction management practices that ensure quality, safety, and on-time delivery. We are known for our dedication to industry-leading client service and tailored solutions.

We are looking for a detail-oriented and proactive Project Assistant to support our Seattle office. This role involves overseeing project setup, managing financial tracking, and liaising with both internal and external stakeholders, including corporate and client accounting teams. The ideal candidate is skilled in time management, can handle multiple priorities, and excels at identifying and solving issues to keep projects on track.

Responsibilities

• Budget Monitoring: Assist with tracking budgets and controlling project costs.
• Billing and Invoicing: Support billing, calculate applicable taxes, review invoices, and manage A/R and WIP reserves.
• Contract Review: Work with General Counsel to review client contracts and related agreements, ensuring proper contract/insurance documentation.
• Project Setup: Enter and maintain project data in BST and Project Setup Portal, including staffing, rate changes, and amendments.
• Communication: Act as a central point of contact for project updates and correspondence, both internally and externally.
• Meeting Coordination: Schedule and confirm meetings with clients, subconsultants, and vendors; prepare and distribute meeting documentation.
• Project Management Support: Assist in maintaining project management plans, conduct weekly project reviews, and ensure action items are followed up.
• Subcontractor Coordination: Prepare subconsultant agreements and track insurance certificates and payment statuses.
• Reporting: Prepare reports, charts, and spreadsheets as needed, and assist with the preparation of write-off and variance memos.
• Webinars & Presentations: Set up and manage webinars, as well as presentation software for client meetings.
• General Office Support: Assist with local office support activities and other duties as assigned.

Qualifications

• Bachelor's degree or equivalent experience, with a minimum of 5 years of relevant experience in project assistance, accounting, contract administration, or executive support within an engineering or professional services firm.
• Familiarity with project management tools (e.g., Excel, PlanTrax) is a plus.
• Proficiency in Microsoft Office, Adobe Acrobat, accounting software (BST10 preferred), MS Project, and Crystal Reports.
• Strong communication skills, both written and verbal, with the ability to interact professionally at all levels.
• Ability to work independently and as part of a team, collaborating with Project Managers, Finance, and other departments.
• Knowledge of project management methodologies and the ability to follow established procedures and guidelines.

Kennedy Jenks supports a healthy work-life balance and utilizes a hybrid model of home and office work, with a minimum of two days per week in the office. This approach empowers our people to thrive, collaborate, and achieve their full potential.

Hourly pay rate for this position is anticipated to be $30.00 to $40.00 per hour and will vary based upon education, experience, qualifications, licensure/certifications and geographic location.

Benefits summary: Medical, dental, vision, life and disability insurance, 401k, bonus opportunities, tuition reimbursement, professional registration support, a competitive PTO and holiday plan, and other benefits and programs.

#LI-Hybrid