TranSystems has completed a strategic merger with Gannett Fleming to create a best-in-class organization (Gannett Fleming TranSystems) with approximately $1.3 billion in revenue and a highly skilled workforce of more than 5,000 employees.
Both companies are recognized as top 20 providers on the Engineering News-Record (“ENR”) rankings for transportation design services. We are committed to building strong relationships with our clients, partners, and communities, because we believe we can go farther together. The transaction not only enhances our transportation expertise and reach, but it expands offerings across the water, environmental, and power markets.
Interested in joining our team? We’re looking for top talent to grow with our firm. This is a great time to join Gannett Fleming TranSystems!
Responsibilities
Primary Responsibilities (others may be included):
Assist project managers with specific administrative tasks related to their assigned projects (Setting up project folders, project schedules, safety Plans, QC Plans, grant applications, ACIP updates, JACIP updates, DBE program and reporting, etc.)
Update the master templates for agreements, design documents, construction documents, and contract provisions
Update weekly project milestone schedule to share at the PM meetings. Provide detail updates to project managers on progress of work items assigned to the group.
Assist with typing up meeting minutes and engineering agreements
Assist with printing and binding project manuals and contracts
Organize reports, invoices, contracts, subcontracts, and other financials files for easy access
Work with Project Manager to process and track subconsultant invoices
Ensure the project schedule, budget, and details of a given task are well organized
Assist with processing contractor’s change orders and payment applications
Plan meetings and organize project logistics
Correspond with airports, clients, FAA, and DOT on project requirements
Assist with completing eGrant requirements and schedule for projects
Assist project managers with bidding process
Complete mailing for the projects and distribute incoming mail to the group
Scan and save electronic files for projects
Assist with the closeout documents for projects
Distribute and track the use of iPads so the correct projects can be billed each month.
Work with group to book attendees for each aviation and civil conferences, coordinate give-a-way supplies for each conference, and create presentation for conference.
Assist the hiring manager with drafting the request to hire forms and gather/organize resumes
Coordinate the groups order for necessary office supplies
Qualifications
What you bring to our firm:
Previous experience in a project coordination/administrative role
Project Invoicing – Has a clear understanding of the client’s invoicing requirements, manages the pre-bill and invoicing process.
Understanding of project’s current bill status and why a project is -possibly- deferred / advanced billed.
If the project is hourly rate, a project coordinator understands the billed multiplier based on each individual’s actually hourly vs. billed rate.
Interface with Sub consultants – Has a clear understanding of sub consultant’s scope, fee and schedule on a project.
Tailors sub agreements to meet client requirements in terms of insurance and invoicing.
Prepares change orders when necessary and manages the budget of all subs.
Coordinates due dates and coordinates cross disciplinary work between subs and TranSystems.
Requests updated COIs from sub-consultants.
Tracks sub-consultants payments and verifies subs are being paid after TranSystems receives payment.
Understands project budgets and burn rate, knows what is needed to finish project on time and within budget.
Proficient with Microsoft Word and Excel
Actively engages multiple perspectives when solving problems, seeks to learn from peers, and encourages reciprocal learning among team members.
Actively advocates for full inclusion in the workplace, fostering an environment that welcomes diversity and values equity for all employees, partners, clients, and the communities that TranSystems serves.
What we’d prefer for you to bring to our firm:
Associates degree
Working knowledge of Microsoft Powerpoint
Degree in relative field of study (i.e. business and/or engineering related)
Work Environment:
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, depending on field assignments. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and outside weather conditions. The noise level in the work environment is usually moderate, however, construction and field assignments can be severe (i.e. Airport noise, inside factories, construction equipment, jack hammers, etc).
The employee frequently is required to stand, walk, talk or hear, and drive a car. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus.
Featured Benefits:
Hybrid (in-person and remote) work environment.
Comprehensive health benefits package including wellness, maternity/paternity leave, and employer paid AD&D, STD, and LTD.
401(k) company match.
Competitive vacation and holiday plans.
Gannett Fleming TranSystems is proud to be an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law).
As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. Gannett Fleming TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation.
Recruiters or staffing agencies: Gannett Fleming TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a Gannett Fleming TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.
