Project Assistant ($12,000​/year COLA) - Key West, FL

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them – people.

The
Project Assistant
supports project managers and teams by coordinating administrative, operational, and communication tasks to help projects stay on schedule, within scope, and organized. This role involves tracking progress, maintaining documentation, scheduling meetings, and assisting with day-to-day project activities.

• Answer incoming phone calls and greet visitors
• Maintain office environment to be clean, orderly, and free from any safety concerns
• Provide professional and efficient administrative support to our project managers, project teams and local leadership
• Assist (if applicable) with managing budget items
• Manage filing system (computer and hard files)
• With Project Manager, act as liaison w/client
• Act as project liaison with staff regarding company policies and procedures
• Coordinate project support and certain regional activities
• Work in Concur system to create expense reports and reconcile project expenses
• Manage and coordinate calendars, travel and meetings by developing itineraries and agendas; book transportation when needed and arrange lodging and meeting accommodations
• Perform document management support to the team which includes maintaining SharePoint, ensuring team is following document management protocol and supporting the team with uploading and sharing of files
• Procurement and Accounts Payable
• Create Purchase Requisition s
• Prepare Ariba registration forms including HSE Approvals
• Work in concert with Buyer
• Attend monthly project/Buyer calls

• Phone/contact lists
• Project Information Lists
• Project SharePoint site

• Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.
• Be familiar with ionCity

• Understand the program and help other staff members to understand ? Support all project staff with various administrative tasks, for example:
• Enter data into Hach Wims Database (if applicable)
• Attend and participate on the monthly Admin Call

• Phone/contact lists
• Project Information Lists
• Project SharePoint site

• Work with project team to create/maintain AHAs, SOPs, UPCPs, etc.
• Be familiar with ionCity

• Understand the program and help other staff members to understand ? Support all project staff with various administrative tasks, for example:
• Create equipment lists
• Enter data into Hach Wims Database (if applicable)
• Attend and participate on the monthly Admin Call

• Assist with creating requisitions
• Assist with onboarding new employee
• Welcome new employee and be liaison to answer questions and guide through the onboarding process

• Provide support services for meetings including agendas, preparing meeting summaries, scheduling for facilitators and participants, meeting room set up, coordinating presentation materials and ordering meals as necessary
• Prepare and edit reports, presentations, and compile data for analysis
• Coordinate between support, office and field staff
• Work with and maintain confidential and sensitive information
• Assist to develop effective PowerPoint presentations for meetings and conferences
• Perform various office management tasks, including completing expense reports, as well as special projects as assigned
• Establish and/or maintain systems related to filing, time reporting and training hours
• Support the full implementation of company practices, policies and procedures.
• Obtain Notary License (if necessary)

Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you –…