Project Associate - Administrative

Warren, NJ
Full Time
MEP -NJ - JTBA
Mid Level

Who We Are 
For over two decades, The Falcon Group’s mission has been to understand our client’s variety of needs, while keeping to their anticipated budget and exceeding their desired results. The Falcon Group’s services include Architectural Services and Civil, Structural, Construction & MEP Engineering Services, and much more.


The Team
Here at The Falcon Group, with 165+ experts, we have made it our mission to deliver exceptional customer service to our diverse client base (multifamily, industrial, commercial, and retail buildings, insurance industry, hospitality & healthcare). With multiple offices across the East Coast, and licensed in NJ, PA, NY, DC, DE, CT, FL, MD, VA, TX, MI and TX, the firm is rapidly growing, so we are always looking to recruit talented professionals. Whether you are looking to hone your craft or pick up new skills and specialties, The Falcon Group is a team to support your professional and personal growth.

The Role

Job Summary

Are you looking to support a growing team? The engineering department at Falcon is looking for an administrative professional to support their national growth. The ideal candidate will have excellent written and oral communication skills, strong attention to detail and the ability to prioritize work effectively.

Job Summary The MEP (mechanical, electrical and plumbing) engineering team Administrative Assistant is responsible for assisting MEP and Energy Service divisions nationwide. The individual will support the process development and growth of multiple offices throughout the east coast.

Responsibilities and Duties:
Essential Functions for All Technical Positions  

  • Proofreads, formats, and edits proposals, letters, reports, and all other correspondence from draft stage to client-ready work. Proposal and/or RFP writing experience, a plus.
  • Responsible for timely distribution of proposals, documents or reports sent though mailed, fax, email or overnight packets.
  • Assists with filing and maintaining organized records, files, drawings, or other data essential to the project and ensures they are complete and stored appropriately.
  • Assists in preparing written correspondence with clients and contractors, maintaining clear and professional communication throughout the project lifecycle.  
  • Communicate project status with team and proactively escalate issues or discrepancies that arise. Escalate unresolved issues to their direct supervisor in a timely manner.  
  • Responsible for setting up new clients and projects and facilitating project tracking. Experience with Deltek Ajera, a plus.
  • Works with Executives on receivables and client project maintenance for billing and account accuracy.
  • Participates in administrative staff meetings.
  • Assists in preparing proposals, reports, specifications, finalizing bid forms and construction documents and distributes same to clients for review and contractors for bidding.  Further assists in collecting contractor bids and prepares bid comparison tables and setting up future project cost projection tables for cost estimates and payment applications.
  • Maintain organized records, files, drawings, and other essential project data ensuring that they are appropriately filed within the company’s systems for easy accessibility and future reference.   
  • Keep up to date with job knowledge and industry trends through active participation in educational workshops, reviewing professional publications, and engaging in professional societies and networks.  
  • Performs other duties as related to the position as assigned by the firm, demonstrating flexibility and adaptability to contributing to the overall success of the team.   

Client Relations 

  • Coordinates client requests with project management team and assist in responding to client request for information.  
  • Sends client proposals and follows up on their status in a timely manner.
  • Maintain professional and positive approach in client interactions.

Internal Team  

  • Maintains excellent communication well within the team.  
    • Assists in liaising with other admins and departments.

Please be aware that this job description does not encompass an exhaustive list of activities, duties, or responsibilities expected of the employee. The nature of the role may necessitate additional responsibilities, and/or activities, which can occur at any time, with or without prior notice.  

SUPERVISORY RESPONSIBILITIES: 

  • This position has no supervisory responsibilities. 

QUALIFICATIONS: 
Education  

  • Bachelor’s degree from a four-year college or university or relevant work experience.  

Work Experience  

  • In lieu of education, a minimum of two years of experience in an architectural and engineering consulting firm or construction-related field. 


Licenses & Certifications  

  • Valid United States Driver’s License required, as this position requires travel to and from USPS, FedEx locations.

Skills 

  • Proficient written and verbal communication abilities. 
  • Attention to detail and accuracy in project documentation and deliverables.
  • Excellent spelling, grammar and proof-reading skills.  
  • Strong organizational skills and ability to handle multiple projects concurrently.  
  • Proficiency with MS Office (Word, Excel, Outlook).
  • Professional and courteous interaction with clients and colleagues.  
  • Strong teamwork and collaboration skills, fostering a positive and productive work environment, along with the ability to work both independently and collaboratively with team members from various disciplines. 
  • Excellent customer service skills to represent the organization with clients, affiliates and outside agencies to effectively obtain necessary information.
  • Efficient time management skills while adhering to project budgets.   

PHYSICAL DEMANDS:  
 

Work Environment

  • Ability to work in office environment and use computer for extended periods.

Mobility

  • Extended periods of sitting and working on the computer.


Flexibility in Scheduling

  • Ability to adjust lunch hours based on project-specific demands, which might include working through regular lunch times.  

 EMPLOYEE BENEFITS
We offer competitive salaries, professional work environments and a comprehensive benefits package. Benefits include:

  • Medical, Dental and Vision coverage, where we pay a portion of the premiums.
  • Supplement Insurance Options- Life, AD&D, Legal Plan, Pet Insurance, Critical Illness, Hospital Indemnity and Accident Plans. 
  • Fully Company funded Short-Term & Long-Term Disability benefits.
  • 401K- A retirement program where we provide a match up to 3%.
  • We offer Paid Holidays, Paid sick time and Vacation days.
  • Employee Referral Program.
  • Employee Recognition Program.
  • Continuing Education Reimbursement.
  • Professional Licensing Assistance.
  • Jury Duty Leave.
  • Maternity/Paternity Leave.
  • Mobile Phone Reimbursement/ discounts. 
  • Employee Assistance Program.
  • Workers Compensation.


Equal Opportunity Employer/ Veterans/ Disabled

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