Assistant Project Specialist

Assistant Project Specialist

Contract-to-Hire Opportunity
Kansas City, MO

We are seeking a highly organized and detail-oriented Assistant Project Specialist to support engineering and construction-related projects by helping drive project controls, scheduling, financial tracking, communication, and overall project execution. This role works closely with project managers, internal teams, clients, subcontractors, and vendors to help ensure projects are completed on time and within budget.

The ideal candidate thrives in a fast-paced environment, enjoys coordinating multiple moving pieces, and has strong communication, analytical, and organizational skills.

Key Responsibilities

• Support project controls processes to help execute project deliverables within budget and schedule.
• Interface with internal and external project leadership throughout the project lifecycle to support successful project execution and milestone completion.
• Assist with client communication, financial tracking, and project scheduling activities for engineering-related projects.
• Coordinate with project management teams to help identify and implement solutions that support project goals and execution needs.
• Organize project documentation, reporting, planning activities, and process implementation efforts to bring consistency to project execution.
• Proactively communicate with project teams, client representatives, vendors, suppliers, and subcontractors regarding project development and execution activities.
• Assist with identifying, entering, monitoring, and analyzing project deliverables and milestones using internal software systems.
• Support the preparation and presentation of monthly progress reports, including action items and status updates.
• Plan, coordinate, and facilitate both on-site and off-site project meetings.
• Review and process bills, invoices, trip tickets, and expense reports to ensure compliance and timely payment.
• Support project data entry activities, including:
  • Change order processing
  • Cost report updates
  • Accounts payable coordination
  • Coding and approval assignments
  • Payment processing using accounting systems
• Assist with entering and maintaining project scheduling information.
• Monitor submittal logs and RFIs within construction management software and help expedite responses from internal design teams.
• Assist with reviewing pre-mobilization safety documentation and maintaining compliance tracking systems.
• Support the development and distribution of site-specific emergency action plans in coordination with project leadership and field staff.
• Assist with setting up projects in construction management software and maintaining workflows, reports, and daily project documentation.
• Coordinate project personnel training records and compliance requirements in partnership with corporate training teams.
• Support updates to SOPs and assist with training and mentoring team members on project execution best practices.
• Research and resolve project-related questions and provide timely responses.
• Perform additional duties as assigned while complying with company policies and standards.

QualificationsRequired

• Bachelor's degree in Business, Accounting, Communications, Construction Management, or related field
  OR
• Associate degree with a minimum of 2 years of related experience
  OR
• High School Diploma/GED with a minimum of 4 years of related experience

Preferred

• Minimum GPA of 3.0 strongly preferred
• Campus or community involvement preferred
• Experience with one or more cost management systems preferred
• Basic knowledge of SharePoint, CRM software, and Microsoft Teams preferred

Skills & Experience

• Strong organizational skills with exceptional attention to detail
• Excellent verbal and written communication abilities
• Ability to manage multiple priorities and deadlines simultaneously
• Strong analytical and problem-solving capabilities
• Ability to work independently and make sound decisions in a fast-paced environment
• Demonstrated ability to communicate effectively across all levels of an organization
• Ability to track and follow up on multiple action items with varying timelines
• Proficiency with:
  • Microsoft Word
  • Excel
  • PowerPoint
  • Adobe Acrobat and/or Bluebeam
    

Description:
Onsite position - no remote/no hybrid.
Eligible for flex 9/80.
Will be responsible for leading the project controls processes with the internal project management team to execute project deliverables within budget and schedule.
The Assistant Project Specialist is responsible for interfacing with internal and external project leadership to ensure the successful execution of overall projects and associated milestones throughout the project lifecycle. This includes assisting with client communication, financial health and project scheduling systems for engineering-related projects. This position coordinates with internal project management to provide solutions in executing project needs within the budget and schedule. By organizing and driving team deliverables and communication, this position brings consistency to project execution through documentation, reporting, project planning, and detailed process implementation.
Proactively and regularly communicate with (but not limited to) the project team, client representatives, vendors, suppliers and subcontractors on project development and execution.
Assist with identifying, entering, monitoring, and analyzing the progress of key project needs, deliverables and milestones for the project team using internal software, and support the presentation of monthly progress reports covering action items and progress updates.
Plan, coordinate and facilitate on-site and off-site meetings.
Verify accuracy and compliance with project requirements of bills/invoices, trip tickets and expense reports and process items in a timely manner.
Assist with various forms of data entry on projects, including (but not limited to) processing project change orders, entering changes to the cost reports, and overseeing the accounts payable process, including the coding, approval assignment, and payment using the appropriate accounting application; in addition to reports, specifications, and all other deliverable and/or Client needs.
Assist with entering project scheduling information.
Assist with monitoring submittal log and RFIs in construction management software and expediting responses for subcontractors from the internal design team.
Assist with evaluating pre-mobilization safety forms and implementing a file management system to monitor project compliance.
Assist with evaluating and publishing site-specific emergency action plans with input from the project manager, site operations staff and site superintendent to ensure accuracy.
Assist with creating new projects using construction management software and provide daily reports and other workflows to be assigned to project and management leadership.
Coordinate the required training programs and records for project personnel in conjunction with the corporate training department and project requirements to ensure compliance.
Update SOP's, train, and mentors new EO's and CWK's on best practices, means and methods in all project aspects resulting in future success for the individual, client, and company.
Resolves questions regarding the project; research and provide appropriate answers.
Performs other duties as assigned
Complies with all policies and standards.

Requirements:Bachelor Degree in business, accounting, communications, construction management or related degree or Associate Degree and min 2 years of experience or High School Diploma/GED and min 4 years related experience is Required.
Minimum of a 3.0 GPA strongly preferred.
Involvement on campus or in the community preferred.
Experience with one or more cost management systems preferred.
Ability to work independently, think creatively and analytically and make quick and sound decisions.
Strong problem-solving skills.
Strong organizational skills, attention to detail, verbal and written communication skills and ability to handle multiple tasks.
Demonstrated ability to communicate with all levels within an organization.
Ability to track and follow up on multiple items with various timelines.
Knowledge of Microsoft Word, Excel, Adobe and/or Bluebeam, and PowerPoint is required.
Basic knowledge of Sharepoint, customer relationship management software and Microsoft Teams preferred.

Candidates must be legally authorized to work permanently (i.e., without time limitations, without restrictions or without need for work sponsorship) in the country where this position is located.

EEO/Disabled/Veterans

Aspen Technical Staffing
CELEBRATING 25 YEARS
          ~2001-2026~

We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.