Experienced Project Assistant

Mead & Hunt, Inc., a nationally recognized professional services consulting firm, has an exciting opportunity for an Experienced Project Assistant. This position assists Project Managers by providing project coordination, assisting with workload/tasks, and providing advanced administrative support to project teams. This opportunity is available at our Santa Rosa, CA office location.

• Create opportunities in Vision and Microsoft AEC 360 software as well as client/project start-up.
• Prepare pre-contract items such as start-up forms, risk management items (insurance, W-9 forms, applicable federal provisions, etc.).
• Lead project set-up including filing structure, completing project set-up form setting up phases, tasks, and budgets per Project Manager or contracts.
• Monitor schedules and deadlines for projects. Provide project status updates to Project Manager on contract/change order receipt, project billing milestones/status, budgets, and deliverable deadlines and compile project documents.
• Track and inform staff of changes to local, state, and federal guidance changes to applicable rules and regulations.
• Attend internal and external project related meetings; prepare agendas and take/distribute minutes as requested.
• Write, edit, and/or provide QA/QC for a variety of documents such as internal team communication, project correspondence and reports; contracts, RFP/RFQ solicitations, non-client selection status, proposals, statements of qualification, interview preparation.
• Communicate with clients, sub-consultants, and agencies; request and review insurance certificates.
• Manage project files, communication logs, extra work requests, job status reports, purchase orders, contracts, construction bid submittals, contractor submittal logs, and construction close-out. Process executed contracts and subcontracts.
• Track and follow up with accounts receivable. Assist with invoicing, managing project accounts, and budgets.
• Receive and confirm client purchase orders and ensure match to Mead & Hunt proposal and estimate.
• May act as a project liaison for sub-consultants including creating sub-consultant contracts, monitoring sub-consultant deliverables, coordinate with risk management for requested negotiation of terms.
• May help with managing safety compliance within ISN, and new clients or per project, either through ISN or another channel.
• May review certified payroll records submitted by contractors and subcontractors to document compliance with state and federal regulations.
• Perform other duties as assigned.

• Associate degree in administrative assistants' program (or related field) and at least four (4) years of relevant office experience of which at least two years of experience working in the A/E/C industry in an administrative capacity.

• If no degree, six (6) years of relevant office experience of which at least two years of experience working in the A/E/C industry in an administrative capacity.

• Experience with and/or knowledge of FAA requirements and documentation, including bidding requirements, provisions, specifications, and grant administration.
• Capacity to leverage current and emerging technologies to provide value to the responsibilities listed.

If you have strong communication and organizational skills, are someone who takes initiative, and can work well both independently and as part of a team, complete the online application process for this job posting at

Mead & Hunt proudly offers medical, dental, and vision insurance, paid time off, paid sick leave, parental leave, a 401K plan with a generous company match, life and disability insurance, and an employee assistance program.

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

Salary Range: $26.00 - $34.00 per hour - Actual compensation may vary due to other factors such as: experience, skill set, or location.

All qualified applicants will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.