Infrastructure Division Project Assistant | Liaison (PAL)

Overview of Position

Osborn/OSPORTS is seeking a Project Assistant/Liaison (PAL) in our Cleveland office who will report to Infrastructure Division Head.

Osborn is a fully integrated multi-disciplined design firm that uses a specialized team approach to engineering projects. These teams are comprised of a staff of more than 225 professionals that provide designs for all phases of a wide range of projects. Osborn has specialists in civil, structural, mechanical, electrical, plumbing, fire protection and life safety, technology engineering, transportation and commissioning. As an employee-owned firm, each Osborn employee is committed to education and advancement – ensuring that each project is completed with a sense of pride. Osborn’s strength lies with its people.

Essential Qualifications:

• A minimum of three year’s previous work experience within a construction management or engineering firm is highly preferred.
• Must be able to manage time effectively and have the ability to work independently when given direction.
• The candidate should be able to work well with others, be task oriented and able to follow deadlines.
• Advanced computer knowledge required
• Expertise with Microsoft Office products (Word, Excel, PowerPoint, Outlook, etc) REQUIRED.
• Experience with Deltek Vision is preferred.
• Must have valid driver’s license.

Responsibilities include, but are not limited to:

• Manpower/Utilization Spreadsheet
  • Responsible for developing a reconfigured tracking system to monitor project manpower/utilization on a biweekly basis
  • Backlogs – Run weekly backlog reports in Deltek, Update Backlog reports with Deltek reports, Notify groups when complete
  • Coordinates with PMs to input projected staffing hours
  • Monitors usage of the spreadsheet
  • Attends biweekly managers’ meeting
  • Infrastructure Vacation/Travel Calendar – Monitor the Outlook Vacation/Travel calendars

• Performance and Accountability Reporting (PAR) / Financial Reports
  • Generates project revenue reports by PM on a weekly basis for Civil CLE, Civil COL, Civil FL, and Transportation Departments
  • Notifies PMs when reports have been generated
  • Monitors/analyzes reports for outliers/ red flags

• Project Management Involvement / Coordination:
  • Execution of contracts/agreements on behalf of Principal in Charge and coordination with clients and  sub-consultant
  • Coordinating Deltek billing with PM & Accounting
  • Assists PMs with project coordination
  • Regularly attends internal/external project meetings – Works with PM to compile meeting agendas, updates action log, & records minutes
  • Monitors proposal requests
  • Monitors potential change orders; tracks ASRs that are pending approval
  • Formats/compiles comment response letters and disposition letters for various projects
  • Sets-up/formats tracking spreadsheet for PM’s

• Project Assistance
  • Shop Drawing Coordination – Logs-in all shop drawings, tracks status and provides reminders of pending due dates, logs-out and files responses, issues complete shop drawings to client and/or PM, uploads to 3^rd party file sharing site (i.e. ProCore, E-Builder, etc.) if needed
  • RFI Coordination – Logs-in all RFI’s, tracks status and provides reminders of pending due dates, logs-out and files responses, issues RFI responses to client and/or PM, uploads to 3rd party file sharing site (i.e. ProCore, E-Builder, etc.) if needed
  • Specifications – Editing and formatting specifications to meet project requirements, updating table of contents, headers and footers as needed, quality control of appearance of formatted specs, compiling PDFs of completed specs to issue to clients
  • P# Creation – Creating P#’s in Deltek, Coordinating information with PM and Accounting

• Accounting Functions within PAL Role:
  • Requests/coordinates with Accounting Dept. to obtain Certificates of Insurance, BWC certificates, W-9 forms, etc., when needed.
  • Invoicing Assistance: Liaison between PM & Accounting – coordinating with PM and coordinating with Accounting
  • Tracks, records, organizes, files invoices
  • Assists project managers with reviews of draft invoices
  • Coordinates with Accounting, when needed, regarding invoices.
  • Collections/AR – Monitor invoice status
  • Specialty Billing – Understand which clients have specific needs; Work with Accounting Dept. to prepare requirements for invoicing; Review and coordinate with PM for invoice approval (i.e. ODOT, CWD, etc.)

• BD/Leads tracking – Work with Directors and Associate Directors to develop and maintain BD/Leads tracking documentation

• Executive Assistance to CFO/Treasurer/Secretary
  • OEC Annual Stock Program – Assist, as needed, with the Annual Stock ownership program
  • OPMG – Assist, as needed, with the OPMG new business venture stock ownership record keeping and shareholder notifications/meetings

• Additional support
  • Reception Coverage – Provide reception coverage in rotation within the administrative group when needed
  • Phone Coverage – Provide main phone line coverage in rotation within the administrative group when needed

Additional Information

Osborn/OSPORTS is looking for a candidate who has the following characteristics:

• Reliable
• Team Player
• Self – Starter
• Positive Attitude
• Strong Work Ethic
• Critical Thinker
• Detail Oriented
• Innovative
• Good Communicator

We can offer you a challenging career with one of the Nation's best-known and most diverse consultants. Attractive profit sharing and stock ownership programs supplement our competitive salary and benefits package.

All job offers will be contingent on passing a background check. Drug testing may be required for certain clients. Osborn/OSPORTS will only be contacting qualified applicants.

EEO

NOTE TO RECRUITERS: Osborn Engineering does not currently accept unsolicited resumes through or from search firms or recruiters. If you wish to be considered in the future for our list of approved recruiters, please send an e-mail to HR@osborn-eng.com.  All resumes sent directly to management will not be considered.