Project Assistant - Land Development

BKF is a multi-service infrastructure consulting firm providing civil engineering and surveying services across California, the Pacific Northwest, and beyond. With offices throughout California and the Portland area, BKF has served transportation, water resources, land development, government, and federal clients for over 110 years.

At BKF, you’ll find a unique opportunity to grow your career with intention. Our culture values professional autonomy, innovation, and meaningful collaboration across offices. We are proud to be recognized with the Great Place to Work certification for the second year in a row.

We are looking for a Project Assistant to support our project managers and join the land development project assistant team! The ideal candidate has 2-5 years of experience working as a project assistant or coordinator, preferably in the AEC industry. They should have a strong working knowledge of Microsoft Office Suite and be able to juggle many tasks while working in a high-energy environment.

Responsibilities:

Assist project manager in preparation of draft letters (MS Word) and emails (MS Outlook) for project-related correspondence (proposals, various contractual documentation, additional service requests, etc.).

Assist project manager by updating and maintaining electronic lists (MS Outlook, MS Excel, and/or Google Docs).

Assist project manager in tracking project billing and creating monthly progress reports.

Assist with opening project numbers for proposal pursuits and contracted projects

Set up project folders and help file project-related documentation

Track and monitor outstanding issues for active projects until each issue is resolved. Work with project managers and project engineers to update outstanding issues lists

Track and monitor meetings and attendees lists

During plan production and distribution, plot and collate hard copy plan sets and/or compile electronic plan sets (pdf).

Track contractor material submittals and RFIs, coordinate BKF responses and follow up with reviewing agencies for final approval. Maintain submittal and RFI logs

Draft various BKF contract documents (e.g., Professional Services Agreements, Subconsultant Agreements, Amendments) for project team review

Submit contract review requests to the contracts team as needed

Track the status of contract reviews

Assist with quarterly contract management reporting and follow-up

Request Certificates of Insurance (COIs)

Visit sites to photograph existing site conditions (requires reliable method of transportation)

Pick-up/drop-off of project items (requires automobile and driver’s license)

Assist Project Managers and Land Development Sector with Accounts Receivable collections outreach to clients via phone and email correspondence to follow up on outstanding payments

Maintain and update Accounts Receivable aging reports, tracking progress on collections efforts and noting communication history and tracking logs

Coordinate with Project Managers and accounting team members to resolve client billing or payment discrepancies

Prepare Basic reports and collections metrics to track and communicate collection status to management

Assist Project Managers and Land Development Sector as needed on Special projects and administrative tasks