Project Support Specialist

Description

The Project Support Specialist plays a critical role in supporting the Engineering Department by managing financial processes, administrative operations, and executive-level coordination. This position is responsible for processing invoices, handling pay applications, managing accounts payable, and maintaining financial records while also assisting with budget preparation and variance reporting. Additionally, this role provides high-level administrative support, coordinates meetings, prepares correspondence on behalf of the Director of Engineering, and ensures seamless communication between internal and external stakeholders. This position reports to the Director of Engineering. 

ESSENTIAL JOB FUNCTIONS: 

• Invoice Processing & Review: Carefully review engineering project invoices for accuracy and contract compliance, ensuring proper approvals and justification for billed items.
• Pay Applications: Prepare, submit, and track pay applications, ensuring all required documentation aligns with project milestones.
• Project Management Information Systems (PMIS): Familiarity with PMIS or ability to quickly learn and adapt to new technology if not already experienced.
• Financial Record Keeping: Maintain project financial records, including contracts, amendments, invoice logs, and payments, ensuring audit readiness.
• Budget Assistance: Support budget preparation and monitoring by tracking spending, identifying variances, and reporting insights to management.
• Purchase Requisitions: Enter and track Engineering department purchase requisitions in Dynamic GP.
• Work Authorizations: Create and process Work Authorizations for On-Call consultants.
• Report Preparation: Compile data for engineering reports, create spreadsheets, and develop presentations for upper management.
• Record Maintenance: Maintain both digital and hardcopy documentation for department operations and financial tracking.
• Leadership Coordination: Assist the Director of Engineering by preparing correspondence, handling confidential information, and organizing executive-level meetings.
• Stakeholder Communication: Coordinate department interactions with consultants, contractors, vendors, airlines, tenants, government agencies, and internal airport departments.
• Operational & Procedural Support: Plan, organize, and oversee administrative procedures, ensuring smooth department operations.
• Meeting Coordination: Set up conference room equipment, troubleshoot technical issues, and facilitate online meetings with external design consultants.
• Document Processing: Handle work authorizations, change orders, and financial reviews, ensuring proper completion and approval.

ADDNTIONAL FUNCTIONS:

Performs other related duties as required. 

Requirements

MINIMUM REQUIREMENTS TO PERFORM WORK:

High School Diploma or GED required, with a minimum of four (4) years of experience or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  

Strong background in project coordination and invoice review.

Experience in executive administrative support, meeting coordination, and correspondence management.

Knowledge of engineering project workflows, procurement systems, and budget tracking.

Proficiency in project management systems, Microsoft Office, and online meeting platforms.

Excellent organizational, communication, and problem-solving skills.

Ability to handle confidential information with discretion and professionalism.

Specific License or Certification Required:

Valid South Carolina driver’s license.