Project Assistant at Westlake Consultants Inc – Tigard, Oregon

LIFE AT WESTLAKE

A locally owned company since 1983, Westlake offers professional surveying, civil engineering, and land use planning services. Specialty areas include 3D laser scanning, precision industrial measurement and wind energy development services.

What you can expect at Westlake:

• A common drive: As an ‘Innovative Small Business’ award-winner, we share a passion to be more than average.
• A tightly-knit team: Together, we embrace the hard work it takes to be an industry leader. Together, we celebrate our shared success with killer barbeques, holiday parties and events.
• A horizontal organizational style: Contributions of all team members are valued and integral to our success.

We are seeking a Project Assistant to join our 3D Scan/Industrial Measurement team.

We are hiring an experienced project assistant to support our 3D laser scanning / precision industrial measurement department as it continues to grow. You will be an integral part of supporting our team as it performs highly specialized and technical services offered by a limited number of companies. Our team is deeply committed to their work of problem-solving for a wide array of industries (high tech, architectural, industrial, marine). We are looking for an individual who will share our team’s enthusiasm.

This is an important role within the company and requires someone with a varied skill set and excellent organization and communication skills. It will involve data management, scheduling, and document control, as well as coordinating with the Accounting department for invoice management for limited, select clients.

You will need to be highly organized, adaptable, and able to prioritize tasks while working both independently and as part of this team. We will rely on you to proactively manage schedules and monitor deadlines for our busy Project Managers.

Project Assistant Duties and Responsibilities

• Maintain documentation related to staff badging for secure sites; track scheduling for badging, Asset licensing, and continuing education requirements.
• Work with Accounts Receivable on invoice preparation for limited, select clients. Includes tracking of reimbursable information and monthly progress reports.
• Assist with preparation of fee proposals, work orders, and scopes of service.
• Create, edit, proofread, and format spreadsheets, email, correspondence, reports, memos.
• Assist in coordinating efforts of outside consultants with Westlake team operation.
• Perform research related to industries and markets.
• Assist with complex travel arrangements including international requirements.
• Understand and adhere to client confidentiality and non-disclosure agreements.
• Contract management for select clients.

Project Assistant Requirements and Qualifications

• Minimum of 2 years’ relevant work experience in the AEC industry or similar industry.
• Basic Accounting knowledge and experience.
• Advanced experience with Microsoft Office Suite including Outlook, Excel, Word required.
• Experience with Deltek Accounting software a plus.
• Outstanding organizational skills and ability to prioritize tasks.
• Able to thrive in a high-volume, deadline-driven work environment.
• Exceptional communication and interpersonal skills.
• Keen attention to detail and an aptitude for problem-solving.
• Able to think proactively about workflow issues.
• Collaborative working style and team-player attitude.
• Able to work independently with little supervision.
• Positive and encouraging personality.
• Highly motivated with a strong work ethic.
• Reliable and trustworthy.
• Ability to maintain high-level confidentiality.
• Ability to work 100% in office at our Tigard, Oregon headquarters.