Mead & Hunt · 14 hours ago
Experienced Project Assistant
Santa Rosa, CA
Full-time
Onsite
Mid Level
$26/hr - $34/hr
4+ years expMead & Hunt, Inc. is a nationally recognized professional services consulting firm, and they are seeking an Experienced Project Assistant. This role involves assisting Project Managers with project coordination, administrative support, and ensuring compliance with various project-related tasks.
ArchitectureCivil EngineeringConstructionHydroelectric
No H1B
Responsibilities
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
Qualification
Required
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
Preferred
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
Benefits
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
An employee assistance program
Company
Mead & Hunt
Mead & Hunt provides clients with planning, architecture design, engineering, environmental, and construction administration services.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
$10.54M2025-04-17Undisclosed· $0.58M
2024-04-05Undisclosed· $3.13M
2022-04-08Undisclosed· $4.2M
Leadership Team
Andy Platz
CEO and President
Andy Knauf
Chief Information Officer
Recent News
Talk Business & Politics
2025-11-06
Morningstar.com
2025-09-17
Company data provided by crunchbase