Company Name: Brooksource
Location: Kansas City, MO, United States (On-site, requires relocation to Kansas City, MO)
Job Type: Full-time
Salary Range: $20.00 – $25.00 hourly
Industry: Admin-Clerical / Management (Client is an enterprise engineering, construction, and consulting firm)
Job Overview
Brooksource is a leading IT services and consulting firm dedicated to connecting top talent with impactful projects for premier organizations. We’re seeking a highly organized and proactive Project Assistant to join our team, supporting a key client an enterprise engineering, construction, and consulting firm in Kansas City, MO. This full-time role offers a unique opportunity for a Mid-Level professional to provide essential administrative and operational support to a dynamic construction department.
As a Project Assistant, you’ll be instrumental in ensuring the smooth daily operations of various projects, from maintaining meticulous project files and tracking progress to coordinating meetings and handling crucial documentation. You’ll leverage your strong organizational skills and proficiency in Microsoft Office Suite to facilitate effective communication and support project deadlines. If you’re a self-starter with excellent communication skills, eager to learn and thrive in a collaborative environment, Brooksource invites you to apply.
Duties and Responsibilities
- Maintain meticulous project files and the departmental email box, ensuring all communications and documents are accurately stored and accessible.
- Perform diligent document control through precise data entry, ensuring data integrity across project records.
- Track project progress and contribute to producing accurate monthly progress reports.
- Work with project specifications, manage changes, and assist in finalizing project documentation.
- Facilitate questions regarding projects and proactively research information to provide timely and accurate answers.
- Maintain a comprehensive tracking system for projects, ensuring all milestones and updates are recorded.
- Accurately record minutes from Project Manager meetings, distributing them promptly.
- Efficiently answer phones and direct calls, providing excellent front-line communication.
- Read and sort incoming mail, ensuring proper distribution.
- Collect bills/invoices, assisting with basic financial processes.
- Type memos, correspondence, reports, and other documents with high accuracy.
- Make travel arrangements for team members as needed.
- Prepare outgoing mailings and labels, including emails and faxes.
- Organize and maintain a highly efficient filing system for both physical and digital documents.
- Coordinate client or vendor lunches, including set-up and clean-up, ensuring a professional experience.
- Reserve conference rooms and coordinate with internal support departments for various needs.
- Order and maintain office supplies, ensuring adequate stock.
- Arrange equipment maintenance or set-up, ensuring operational readiness.
- Maintain the department calendar and roster, keeping track of schedules and team members.
- Provide occasional project assistance for managers, supporting various ad-hoc needs.
- Assist in developing PowerPoint presentations, enhancing visual communication.
- Utilize Access to store and retrieve data, supporting data management needs.
- Help coordinate clerical needs of special projects, ensuring administrative tasks are handled.
- Complete weekly timecards accurately and submit them on time.
- Make copies of printed material as required.
Qualifications
- Experience Level: Mid-Level (Minimum of three-year applicable office/clerical experience preferred).
- Education Requirement: A High School Diploma/GED is required. An Associate’s or Bachelor’s degree in Business, Office Administration, or a related field is a plus.
- Required Skills:
- Minimum of three-year applicable office/clerical experience (preferred).
- Proficient in Microsoft Word, Excel, Access, Outlook, and PowerPoint.
- Self-starter and confident in communicating with a variety of team members.
- Excellent organizational skills and attention to detail.
- Strong written/verbal communication skills.
- Emerging Leadership skills.
- Strong organizational and analytical/problem-solving skills.
- Ability to work onsite and requires relocation to Kansas City, MO.
- Proven ability to keep and maintain project files and email box.
- Experience with document control (data entry).
- Skilled in tracking projects and producing monthly progress reports.
- Experience working with specs, changes, and finalizing documentation.
- Ability to facilitate questions regarding projects and researching information.
- Proficient in maintaining a tracking system for projects.
- Capable of recording minutes from Project Manager meetings.
- Ability to answer phones and direct calls.
- Proficient in reading and sorting incoming mail.
- Experience collecting bills/invoices.
- Skilled in typing memos, correspondence, reports, and other documents.
- Ability to make travel arrangements.
- Proficient in preparing outgoing mailings and labels (including emails and faxes).
- Skilled in organizing and maintaining the filing system.
- Experience coordinating client or vendor lunches (including set-up and clean-up).
- Ability to reserve conference rooms; coordinating with internal support departments.
- Experience ordering and maintaining supplies.
- Skilled in arranging equipment maintenance or set-up.
- Proficient in keeping the department calendar and roster.
- Ability to provide occasional project assistance for managers.
- Experience assisting in PowerPoint presentations.
- Capability in utilizing Access to store and retrieve data.
- Experience helping coordinate clerical needs of special projects.
- Proficient in completing weekly timecards.
- Ability to make copies of printed material.
- Finance or Accounting background (preferred).
Salary and Benefits
This Full-time Project Assistant position offers a competitive hourly salary ranging from $20.00 – $25.00 hourly. Brooksource is dedicated to supporting our talent and offers a comprehensive benefits package designed to support your overall well-being and professional growth. Benefits typically include health, dental, and vision insurance options, opportunities for professional development, and a supportive team environment focused on your success in this dynamic role.
Working Conditions
This is an On-site, Full-time position located in Kansas City, MO, United States. This role requires relocation to Kansas City, MO if you are not already within commutable distance. You will work within a professional office environment, directly supporting the project teams within an enterprise engineering, construction, and consulting firm. The role demands strong organizational skills, attention to detail, and the ability to manage multiple administrative and project tasks in a fast-paced setting. You will regularly interact with various team members, demonstrating independent work while contributing to a collaborative environment. Standard business hours are generally observed.
Why Work with Us
At Brooksource, we believe in connecting top talent with impactful projects that truly make a difference. For this Project Assistant role, you’ll join a team contributing to a key client in the engineering, construction, and consulting industry, playing a direct role in supporting the efficient operation of their projects. This opportunity provides a unique chance to immerse yourself in the dynamic world of project management.
You’ll gain invaluable administrative and operational experience, enhance your organizational and communication skills, and directly contribute to the success of significant projects. We offer a supportive environment where your attention to detail and ability to work independently are highly valued, and where you can grow professionally within the Admin-Clerical and Management fields. If you are a driven and detail-oriented individual seeking a challenging role where your contributions make a tangible impact, Brooksource offers a clear path for your career growth.
