Responsibilities:
The Project Assistant is primarily responsible for providing administrative support to the project team(s).
Responsibilities and Essential Duties include the following (other duties may be assigned):
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Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.
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Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
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Assist PM or project accountant with creating project in Project Data Management (PDM) software
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Assist with electronic job start up
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Assist with obtaining insurance, permits, licenses and jobsite mobilization
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Act as the lead in ensuring that a Notice of Commencement has been filed
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Create and maintain all electronic project files
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Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
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Assist project team with the creation and management of construction documents (drawings / spec logs, RFI’s)
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Assist project team with submittal management process
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Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
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Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)
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Assist project management team with change order management process
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Asist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates, etc.
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Receive, track and coordinate with accounting on Sales & Use Tax
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Act as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) and the
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project team to fulfill project needs
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Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
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Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
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Research status of pay applications and invoices in JD Edwards
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Assist in preparing and distributing owner billing
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Prepare, distribute and manage closeout documentation required by contract
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Verify that all electronic project files are complete and ready for storage
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Assist in distributing final job reports
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Enter employee time in JD Edwards system
Education - Skills - Knowledge - Qualifications & Experience:
- Bachelor’s degree preferred
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Minimum of one year of work experience in an office environment
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Strong verbal and written communication skills
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Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
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Working proficiency in Bluebeam strongly preferred
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Aptitude to learn new computer applications and software
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Excellent customer service skills
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Positive attitude
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Proven self-starter
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Detailed oriented with the ability to recognize discrepancies
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Ability to work in a team environment as well as independently
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Must thrive in a fast-paced work environment
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Ability to successfully prioritize multiple tasks with competing deadlines
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Ability to maintain a high level of confidentiality
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Obtain notary certification in applicable county
