Project Assistant
Job Title: Project Assistant
Job Type: Full-Time
Location: On-site in Washington, D.C. at Client Site
Compensation/Salary: $55,000-$65,000 DOE
Authorization Status: Must be Authorized to Work in the U.S
Clearance Requirements: Must pass moderate risk public trust background check (HSPD-12)
About Aleto
Aleto specializes in federal property management, space planning, and facility management. Aleto primarily supports federal government agencies to create realty solutions, provide facility and space planning support services, and enhance strategic communications.
We are looking to hire motivated people who are excited to grow with us. You'll have the potential to help improve processes and help identify solutions for our government, supporting the organizations that serve American citizens across the country. We offer the opportunity to work directly with clients to have a real impact on the day-to-day operations of federal agencies.
We are a growing company that stands firm on our core values: Accountability, Ingenuity, Reliability, Service, and Stewardship. This is what sets us apart from our competitors.
Our Mission, Vision, and Purpose:
Aleto is committed to helping federal agencies improve their workspace.
We aspire to be trusted advisors to senior executives for federal leasing and facilities operations decision-making.
Our purpose is to enhance your workspaces with our innovations while maintaining your trust with dependable, responsible, and high-quality service.
We work together with our partners, from start to finish, to ensure we identify and deliver the best solutions based on their business needs.
We offer paid vacation, sick time, paid federal holidays, parental leave, full medical/dental/vision, and 401(k).
We are proud to employ a group of experts from diverse backgrounds. We recognize that recent studies show those from underrepresented groups are less likely to apply to roles if they don't meet 100% of the qualifications. We are committed to building an inclusive culture and encourage you to leap with confidence and apply-you may be exactly who we've been looking for.
Aleto is an Equal Opportunity Employer.
What we are looking for:
Aleto Inc. is seeking to hire a Project Assistant for one of its Government Client sites in Washington, D.C. This role will provide support across the entire lifecycle of leased or owned assets, including space planning, design, construction, closeout, and related analytical services. The Project Assistant will support other Aleto staff with their projects, as well as oversee their assigned projects of varying sizes and complexity. An integral part of this role will be the management of facilities requests relating to space management; therefore, the ability to clearly communicate with varying levels of stakeholders, with excellent follow-up and ticket closure skills. The ideal candidate will be highly organized, hands-on, and customer-service-oriented.
Additionally, we are seeking a Project Assistant who is comfortable working with general contractors, both in the field and in the office, to manage federal government move management activities and clients served by Aleto Inc. and its affiliates. This position will collaborate with several internal service areas to ensure all relocation activities comply with contractual, industry, client, and government regulatory requirements. The Project Manager will also engage with accounts, transferees, and third-party carriers to facilitate smooth operations.
Interview Process
If you are selected for an interview, you’ll be contacted for an interview through Microsoft Teams or by telephone. The process averages 3 weeks from initial contact to interview. After all candidates are interviewed, Aleto will notify you of your application status.
If an offer is extended, the start date is determined by availability and the amount of time it takes for the government's background clearance process (depending on the client).
Project Assistant-Essential Job Duties
Duties include the following. Other duties may be assigned:
Coordinate day-to-day move activities between East and West Buildings
Track tasks, milestones, and deliverables
Provide onsite oversight during packing, transport, and setup
Liaise with contractors, vendors, and building management
Address immediate facilities-related issues that arise during the transition
Move or replace nameplate/signage.
Place move plaque at move from and move to locations (wayfinding move document for staff, movers, and IT)
Create and place wayfinding documents for move efforts.
Document and tag empty/vacant seats pre move efforts to streamline move day activities.
Survey move from and move to locations for updates and track status – weekly walk through of each location to check for move related issues or anything falling behind. If issues are found, they would put in and track service tickets for anything that needs to be fixed or cleaned. (includes opening all furniture drawers to check for cleanliness, broken furniture, or overhead repairs).
Assist with records management activities
Assist with compiling, editing, and posting meeting minutes.
Confirm all office and furniture keys are accounted for in from location.
Create a list of missing keys and manage tasks to replace them.
Confirm all office and furniture keys accounted for in new location pre move.
Create a list of missing keys and manage task to replace them.
Manage more related help desk tickets such as making sure staff receive moving boxes when requested.
Confirm boxes and crates are unpacked after move and coordinate pickup of items.
Help with collecting and redistributing surplus office supplies. Confirm items that are broken or unusable vs what should be saved.
Coordinate and manage packing services between movers and move coordinators – may require staff to be onsite to supervise movers so move coordinators can continue working.
Count and confirm all boxes are labeled correctly pre move.
Count and confirm all equipment is labeled correctly pre move.
Document assets such as artwork, shredders, AV, etc. that need to move with program offices and ensure all items are labeled correctly.
Manage and process CSP (Customer Service Portal) tickets
Support ongoing operations and maintenance (O&M) tasks
Assist in space management and configuration updates
Provide inspection and compliance assistance
Support facilities help desk tasks for HQ and regional tasks.
Update signage/nameplates for new staff or for moves.
Walk floors for changes in seating assignments, signage vs cube report.
Assist with compiling, editing, and posting meeting minutes.
Support the FOIA process such as making copies
Manage small regional project tasks such as purchasing and shipping frames.
In person, check that facilities help desk tickets have been completed to a high level of satisfaction.
SECONDARY JOB DUTIES
Accomplish all tasks appropriately assigned or requested.
May assist in training newly hired departmental staff.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Qualifications:
Must be able to obtain an active HSPD-12 public trust credential
U.S. Citizenship required
A bachelor’s degree in Architecture, Engineering, Interior Design, Construction Management, Project Management, Facility Management, or related field is welcome but not required. We also consider a wide range of experience, including six years of facilities work, trade experience, or other hands-on roles, in place of a degree. High school graduates and candidates with alternative backgrounds are strongly encouraged to apply.
2+ years of related experience in project management, including participation in the delivery of small to large interior builds, reconfigurations, move-add-change (MAC) projects (including IT and furniture), and Facility Management professional services. Demonstrated success as the lead project manager on multiple projects valued at $500,000 and/or 50,000 RSF or more.
General knowledge of commercial and government workplace design, including familiarity with GSA space assignment policy and BOMA space standards
Expert proficiency in AutoCAD for efficient drawing manipulation and use
Ability to read and interpret construction documents and blueprints
Understanding and application of OSHA and ADA requirements, building and safety codes
Relocation and/or decommissioning experience is a plus
PMP, CCM, CACM, or CFM certifications are desirable
Technological Skills:
Experience with AutoCAD is a plus
Experience with ServiceNow, MS Project, Primavera, or similar project management tools a plus
Proficient in Microsoft Office Suite, including SharePoint and Teams
Proficient in Google Workspace
Ability to learn new planning, drawing, design, and specification software
Experience with IWMS software is a plus
Required Knowledge and Skills:
Strong written and verbal communication skills, comfortable presenting to clients and executive teams
Ability to write clearly, edit for grammar and spelling, and adjust writing style to meet various needs
Knowledge of project management tasks, including scope, risks, procurement, scheduling, budgeting, and customer relationship management
Highly developed interpersonal and customer service skills
Professional demeanor, strong work ethic, and discretion when handling confidential information
Ability to effectively communicate with internal teams, external stakeholders, and clients
Ability to work collaboratively in a team environment while also working independently to meet deadlines and objectives
Excellent time management, prioritization, and multi-tasking abilities
Ability to adapt to changing priorities and work in a fast-paced environment
Exceptional organizational skills and attention to detail
Proven ability to make sound decisions under pressure and manage project risks
Ability to provide strategic data analysis, offering insights beyond basic reporting
Strong ethics, sound judgment, and the ability to foster a positive team environment
Proven problem-solving skills, with a proactive approach to addressing issues and recommending solutions
Additional Qualifications:
3+ years of experience in government facilities management services
Experience with budgeting, reporting, and contract oversight
Familiarity with GSA’s Public Building Service is desired
Other:
Highest level of integrity in managing confidential information
Aleto Job Duties
Compliance with all Aleto processes, standards, and guidelines, including utilizing the employee and intranet platforms, clocking in and/or entering time daily, submitting expense reports, providing monthly progress reports, etc.
Participate in recurring performance development meetings with your Aleto Team Lead to discuss current job tasks, promote open dialog/feedback, recognize and celebrate wins, and review positive and purposeful approaches for meeting work-related and professional development goals.
Attend team meetings, tri-annual company All-Hands Meetings, and other company-sponsored team-building events to foster and support Aleto's core values, vision, and culture.
What We Offer: Benefits and Perks
At Aleto, we recognize that our employees are our most valuable assets. We are proud to offer the following employee programs and benefits to enhance our employees’ well-being and total rewards package while practicing our core value of Stewardship.
Below is a list of comprehensive benefits offered to employees who work 30 hours or more each week:
Medical, Vision, and Dental Insurance:
Single, single-plus-one-dependent, or family medical, vision, and dental insurance plans.
Pre-Tax Savings Accounts
The option to enroll in an HSA or FSA, depending on elected medical insurance coverage. Dependent Care FSAs are also available.
Disability Insurance:
Company-paid short-term and long-term disability insurance.
Life Insurance:
Company-paid life insurance coverage.
Paid Time Off:
Paid time off includes eleven federal holidays. Full-time employees accrue PTO at the rate of 5 hours per pay period for a total of three weeks per year. In addition, employees are provided with a separate bank of 40 hours of paid sick leave per year.
Retirement Plan:
Aleto offers full-time employees a 401(k) qualified retirement plan.
Environment and Physical Conditions
While performing the duties of this job, the employee is required to have ambulatory skills sufficient to visit other locations; and the ability to remain in a stationary position at least 50% of the time, move inside and around an office, position themself to access items located in high or low areas, and transport items weighing up to 20 pounds across the office. Requires the constant operation of a computer and other office productivity machinery and the ability to observe details at a close range, typically within a few feet of the observer. The employee interacts frequently with other workers, vendors, and clients and will communicate information and ideas, so others will understand, and must be able to exchange accurate information in these situations. The position consistently requires work to be completed in an office environment with artificial light and air.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
If you have questions or need additional assistance, please contact us at [email protected]