System Studies Project Operations Assistant
Location: Warrendale, PA (or applicable location)
Division: Power Systems Engineering Division (PSED)
Position Summary
We are seeking a highly organized and detail-oriented System Studies Project Operations Assistant to support the financial, commercial, and administrative operations within our Power Systems Engineering Division (PSED). The successful candidate will have experience working in a Power Systems Engineering or Power System Studies environment (e.g., load flow studies, short circuit analysis, stability studies projects support) and familiarity with technical project workflows supporting engineering teams
This role plays a key part in ensuring accurate project setup, billing, contract compliance, and reporting—supporting engineering teams delivering Power System Studies and related technical services.
Key Responsibilities
Project & Financial Operations
- Prepare invoice nominations and compile documentation to ensure accurate and timely customer billing
- Perform project setup in ERP/MRP systems, ensuring proper entry of:
- Billing milestones
- Contract terms
- Financial structures
- Verify contracts, purchase orders, and billing agreements prior to project execution
Contracts & Compliance
- Maintain centralized contract repository with tracking of:
- Contract status
- Risk assessments
- Compliance requirements
- Ensure adherence to approval workflows for financial commitments and subcontracting
- Maintain project documentation including contracts, change orders, and billing records
Billing & Time Management
- Monitor billing schedules and milestone tracking
- Review and validate labor hour submissions, resolving discrepancies with project managers
- Ensure accurate time entry, rate schedules, and cost allocations
Customer & Systems Support
- Facilitate customer onboarding and maintenance in internal systems
- Coordinate sales commission approval workflows
- Maintain accurate project and customer records in business systems
Reporting & Coordination
- Assist in preparing dashboards and reports including:
- Billing status
- Backlog tracking
- Revenue forecasts
- Schedule and coordinate meetings for the commercial operations team
- Support cross-functional collaboration with internal teams and external stakeholders
Required Qualifications
- Associate degree with 3+ years of administrative or clerical experience, or equivalent combination of education and experience
- Strong ability to manage multiple projects independently
- Intermediate analytical and problem-solving abilities
- Advanced written and verbal communication skills
- Advanced proficiency in:
- Microsoft Office (Excel, Word, Outlook)
- SharePoint
- ERP/MRP systems and business planning tools
Why Join Us?
- Work alongside industry experts supporting critical power system studies and grid reliability initiatives
- Gain exposure to both technical engineering projects and commercial operations
- Be part of a collaborative, high-impact team driving innovation in the energy sector
Apply Today
If you are a detail-driven professional with experience supporting engineering projects—particularly in Power System Studies—we encourage you to apply and grow your career with us.
