Project Manager Assistant
The Project Manager Assistant (PMA) will provide general administrative support to projects, under the direction of the project manager. PMAs will assist in preparing and coordinating the implementation of construction projects, tracking the flow of contractual documentation such as drawings, specifications, submittals, request for information (RFI’s), subcontracts, purchase orders, change orders, and closeout documents. You will assist the Project Manager in processing monthly payment applications and change orders. The project assistant will help maintain communication between the client, architects, engineers, and subcontractors.
Responsibilities:
a. Create, maintain, and update the project files in the Project Management System
b. Open a new job number with Accounting
c. Create a project file in Procore Project Management Software System
d. Create Prime Contract with all schedule of value information in project filing system
e. Input cost information into Budget Section of project filing system
f. Create project directory and input all information into the project filing system
g. Gather and deliver all required information to Accounting Department
h. Create RDJ Standard project document files in the Procore System (Use RDJ Template)
a. Coordinate and manage permitting process from application to obtaining permit
b. Follow-up on all permitting issues as required.
c. Copy all permits, and information into the project filing system
d. Transmit building permits to jobsite for posting
a. Coordinate and secure all construction bonds as required for the project
b. Follow-up on all bonding issues to ensure timely completion
c. File and record the construction bonds as required by the project requirements
d. Copy all bond documents, and information into the project filing system
e. Transmit all original documents to Accounting
a. Coordinate any specific insurance requirements required for project
b. File all documents into project filing system
c. Transmit all original documents to Accounting
a. Assist in preparing, transmitting and procuring the Prime Contract
b. Copy all contract documents and information into the project filing system
c. Assist in writing, issuing and receiving all prime contract change orders
d. Update and maintain the prime contract information
e. Transmit original contract documents and any change orders to the Accounting Department
a. Maintain drawing and document control for project
b. Assist project manager in request and receipt of all contract drawings, specifications, and documents
c. Download all project drawings into the Drawing Section of the project management system
d. Distribute, transmit, and log all project drawings and documents to subcontractors and vendors
e. Coordinate copying and distribution of all project drawings and documents as requested by the project manager
f. Coordinate receipt and distribution of all revised drawings and documents
g. Copy and download all project documents into the Documents File in the project management system
h. Maintain and update Drawing Section of the project management system
- 7. Subcontract Agreements & Purchase Orders
a. Assist in writing and issuing all subcontract agreements, and purchase orders
b. Transmit, monitor, and receive executed copies of all sent subcontract agreements and purchase orders
c. File all executed subcontract agreements and purchase orders into the project management system
d. Assist in writing, transmitting, and receiving all commitment change orders
e. Update and maintain all commitment files
f. Assist Accounting, as requested, to obtain all insurance certificates for subcontractors/vendors
- 8. Request for Information (RFI’s)
a. Assist PM in writing of RFI’s as requested
b. Track, distribute, and maintain RFI Log in Procore System
c. Transmit RFI’s to the appropriate party for response
d. Monitor and follow-up on all outstanding and past due RFI requests
e. Transmit formal RFI responses to the appropriate parties.
f. Close-out all completed RFI’s in the Procore System
a. Assist project manager with creation of all submittal packages using the Submittal Section in the project management system
b. Create Submittal Log in the project management system
c. Transmit submittal requests to all subcontractors and vendors
d. Monitor and follow-up on timely receipt of all submittal package requests
e. Transmit all received submittals to Owner, Architect, Engineer for approvals
f. Coordinate, monitor and follow-up on all sent submittal information
g. Coordinate, monitor, and follow-up on all requested submittal revisions
h. Maintain and update the submittal log in project management system
i. Close-out all completed submittal items in the Procore System
j. Create Submittal Information Book for Project Superintendent
a. Assist project manager, as requested, with preparation of all project meetings
b. Attend all meetings as requested by the project manager
c. Take notes at all meetings and enter them in to the project management software
d. Create and distribute all meeting minutes using the Meetings Section of the project management system
e. Transmit meeting minutes to all appropriate parties
- 11. Subcontractor / Vendor Invoicing
a. Gather and organize all subcontractor/vendor invoices for processing
b. Deliver organized subcontractor/vendor billings to PM for approval
c. Assist the PM as requested to follow-up with subcontractors & vendors
d. Input all approved subcontractor/vendor invoicing into Procore System
e. Deliver all approved subcontractor/vendor invoices to Accounting for payment
a. Assist PM, as requested in gathering all required information for Owner Billing
b. Gather all required cost information, from Accounting, for monthly billing
c. Prepare AIA billing document
d. Transmit billing document to PM for review and approval
e. Make adjustments to billing document as requested by PM
f. Deliver the billing document to Accounting for invoicing
g. Transmit approved billing document and invoice to the Client
h. Download monthly billing document and invoice into the Procore System
a. Assist project manager in the creation of the Closeout Document
b. Assist the project manager in gathering of all required information for the Closeout Document
c. Contact all required subcontractors and vendors as required for closeout information and documentation
d. Monitor and follow-up, with subcontractors/vendors, on timely receipt of all requested information
e. Transmit all received submittals to Owner, Architect, Engineer for approvals
f. Download copy of Closeout Document into the Procore System
a. Perform general clerical duties to include, but not limited to: Typing of letters, proposals, photocopying, faxing, scanning, mail distribution, and filing
b. Assist Project Manager, as requested, in coordination of Building Inspections
c. Assist Project Manager with scheduling, phone calls, coordination, sub-contractor field communication, etc.
d. Create, Monitor, and Update the Project Directory in the Procore System
e. Assist Accounting, as requested, to obtain all insurance certificates for subcontractors/vendors
f. Track, distribute and maintain logs of Requests for Information (RFI's), transmittals and submittals; and coordinate with project management.
g. Assists project team and team lead in strategic meetings and follow up with meeting notes
h. Performs all other related duties as assigned
i. Attend to client requests as directed by the Project Manager
Qualifications
- Proficiency in construction management software, particularly ProCore
- Strong project scheduling and coordination skills
- Experience in construction management and project management
- Familiarity with construction estimating
- Ability to read blueprints and schematics
- Excellent time management skills and understanding of contracts
Job Type: Full-time
Pay: $45,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
