Responsibilities:
The Project Assistant is primarily responsible for providing administrative support to the project team(s).
Create, distribute, and execute contracts, purchase orders, and other contractual documentation- Manage subcontract documents, business licenses, and safety documentation
- Support subcontract pay applications, lien waivers, invoice coding, and approvals
- Assist with change orders and owner billing
- Prepare and manage closeout documentation
Project Setup / Compliance
- Assist with electronic job startup
- Help obtain insurance, permits, licenses, and mobilization requirements
- Ensure Notice of Commencement is filed
- Support SDP enrollment and bond issuance
- Track Sales & Use Tax coordination
Document / Project Systems Management
- Create and maintain electronic project files
- Verify file completeness for storage
- Assist with drawings, spec logs, RFIs, and submittals
- Track material status on subcontracts and purchase order
- Liaise with accounting, jobsite assistants, document coordinators, and other departments
- Research pay application and invoice status in JD Edwards
- Enter employee time in JD Edwards
- Prepare expense reports and book travel
- Provide general administrative support
Coordination / Administrative Support
The Project Assistant is primarily responsible for providing administrative support to the project team(s). If
supporting a Division Manager or Operations Manager other responsibilities and essential duties
may include but are not limited to the following
- High level of confidentiality
- Field managers calls if needed
- Maintain access to outlook calendar and coordinates meeting requests
- Coordinates monthly division meetings, lunches, and other day-to-day needs of DMs / OMs
- Use Concur Travel and Expense to book travel and complete expense reports
- Gather and review monthly time for division
- May create and distribute owner contracts and change orders in AIA
Education - Skills - Knowledge - Qualifications & Experience:
- Bachelor’s degree preferred
- Minimum of five years of work experience in an office environment
- Strong verbal and written communication skills
- Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
- Working proficiency in Bluebeam strongly preferred
- Aptitude to learn new computer applications and software
- Excellent customer service skills
- Positive attitude
- Proven self-starter
- Detailed oriented with the ability to recognize discrepancies
- Ability to work in a team environment as well as independently
- Must thrive in a fast-paced work environment
- Ability to successfully prioritize multiple tasks with competing deadlines
- Ability to maintain a high level of confidentiality
- Obtain notary certification in applicable county
The above description covers the principal duties and responsibilities of the job. The description shall not, however, be
construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
