Work with various Project Managers (PMs), Project Engineers (PEs), and Superintendents to provide administrative support throughout the entire life-cycle of projects from bidding to close-out and preparation and distribution of Operations & Maintenance Manuals. Assist with tracking contractual compliance requirements of the Company and subcontractors. Assist in maintaining electronic files of project information according to Company policy. Performing record retention functions according to Company policy.
Key Responsibilities:
- Create and maintain project files for the PMs, PEs, and the Superintendents
- Interact with others on PM’s or PE’s behalf including subcontractors, material suppliers and co-workers
- Prepare and submit for approval; AIA Documents (including monthly pay applications on Construction Management projects), Consensus Docs contracts, work orders, purchase orders, contract and subcontract documents, change orders and other documents as required according to Company policies and procedures
- Scan, save and file all fully executed subcontracts, purchase orders and change orders and update Sage commitment records as received. Also includes tracking the ones not received and follow up.
- Maintain bidders listing in ISQFT on projects bidding, along with sending out invites, addendums, and making phone calls for prospective bidders
- Verification and follow up of all subcontractor and material supplier insurance certificates and endorsements with correct coverages and expiration dates
- Proof-read and check own work and other’s work, including work of PM, subcontractors, etc. ensuring it is free of errors and complies with Company policies or contractual requirements
- Receive messages and documentation via various means; copy, print, or scan documentation received, including blueprints, as needed and distribute using an appropriate distribution method to others and/or retain in files as appropriate
- Draft or otherwise prepare letters, memo's, transmittals and other documents as needed using an appropriate method and following Company guidelines
- Compile information for reports or correspondence
- Prepare packages for delivery using an appropriate delivery method, including registered, certified and insured mail, third party delivery service, etc. and record for correct posting of job cost
- Schedule appointments, arrange conference calls and web-based meetingsand maintain a calendar
- Manage administrative functions of the Cedar Falls office including mowing and snow removal, vehicle maintenance, documentation for accounting department, catering orders for office meetings, coordinate travel to conferences
- Maintain and update detailed project directories for projects, including contact names, telephone/fax numbers, etc.
- Maintain Submittal Logs
- Update work order list, blueprint archives and bidding schedule
- Running various errands needed
- Order all office supplies and miscellaneou supplies needed for the office
- Provide back-up for other Project Manager Assistants as needed
- May be asked to perform other duties as required by business needs
Qualifications
- High School Diploma (or GED or High School Equivalence Certificate)
- Three to five years of related experience, preferably within the construction industry.
- Prior experience with Sage 300 Construction and Real Estate software preferred.
- Advanced computer skills using Microsoft Office Suite products especially Microsoft Word.
- Working knowledge of AIA and Consensus Doc contract documents
- Prior experience with Blue Beam and ISQFT preferred but not required
- Ability to effectively communicate, orally and in writing, to diverse audiences
- Ability to work individually or as part of a team
- Perform effectively in environments with frequent workload changes and competing demands
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
