The Project Management Assistant (PMA) role has the responsibility of supporting our Project Management team with administrative details. This position is full-time, reporting to our office in Blowing Rock, Monday through Friday from 7:30am-5pm.
Key Responsibilities:
- Provide general administrative support to the Project Managers, including coordination with Field Superintendents, county inspectors, material vendors or subcontractors to collect data and information
- Support with the development, oversight, and distribution of Weekly Work Plans (WWP) for each project in the PM’s portfolio
- Assist with keeping project schedules and documentation current in our cloud-based Project Management tracking system, Buildertrend, each week
- Assist each project team/superintendent with entering Daily Logs into Buildertrend
- Assist Project Managers with releasing updates to the client through the Buildertrend Client Portal
- Assist with developing and maintaining 4-8 week Lookahead Plans for each project
- Assist with initial setup of each new project in Buildertrend and maintaining accurate information throughout the life-span of the project
- Assist with preparing the Earned Value tab for the Budget Report for each new project, including preparing the Planned Value spend curve.
- Monitor performance metrics for each project and prepare reports as requested by the Project Managers
- Assist with pre-populating project costs in the weekly Budget Reports.
- Prepare Additional Item Forms (AIFs) as needed and manage the data input and distribution in Buildertrend
- Create jobsite information books for each active project
- Create client end-of-job book for each completed project
- Assist with the development of project planning in Preconstruction Example: Coordinating with Interior Design on a Procurement Plan
- Assist with executing project plans during construction as directed by the PM
- Assist with permit applications and coordinating inspections per project schedules
- Coordinate the Project Manager’s calendar as needed
- Assist Project Manager with documentation and coordination of selection choices based on the standards and processes defined by the Interior Design team
- Provide general administrative support to the Interior Design team, including acting as the admin for the Interior Design email and updating the FSP
- Complete warranty exchanges and returns for assigned projects
- Assist Senior Project Managers and ID with quality control and safety inspections
- Prepare & present safety and building code topics for assigned weekly team huddles
- Participate in Constructability Review Meetings
- Create & update checklists for Certificate of Occupancy, End of Project, and Final Punch
- Prepare Post Project Assessments to analyze costs, time, and other data
- Assist with estimating and engineering reviews as needed
- Provide notes for Pre-Construction Meetings
- Complete tasks as assigned on Weekly Work Plans
Administrative Skills:
- Strong computer skills required. Proficiency using the Google Suite, Microsoft Excel, and other software as needed. Ability to learn and adapt to new software
- Proficient understanding of spreadsheet development and basic programming (Excel, Google Sheets, Smartsheet)
- Strong attention to detail with a high capacity for accuracy
Characteristics and Leadership:
- Hardworking with the ability to accept challenges and problem solve
- Proactive
- Collaborative, teachable, and models a high level of professionalism
- Relational team player and leader
- Strong communicator both verbally and in writing
- Strong time management skills
- Detail oriented with the ability to multitask
- Understand and model the company’s positive culture and core values
Education and Experience:
- 4 year degree or relevant administrative work experience
- Previous experience working with project management teams is a plus
- Experience and knowledge of the construction industry is a plus
- Must have a valid driver’s license and access to personal transportation
Benefits:
- Dental insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
