Leopardo is one of the nation s largest and most respected construction firms, building world-class facilities with innovative, environmentally-friendly processes. We are considered best in class by our clients and peers, and the media consistently ranks us among the top builders in the United States. For more than three decades, Leopardo has been recognized for consistently performing at the very top of the industry. Our reputation for outstanding customer service stems from our mission to passionately pursue construction excellence. Our long-standing commitment to continuous improvement comes with a healthy obsession with quality. This approach transforms our operations and customer service, helping us become the construction provider of choice in all our specialized markets: healthcare, interiors, retail, cinema, hospitality, office, industrial, residential and municipal.
Summary: The Project Assistant will administer all Leopardo administrative responsibilities of specific projects. The role will support all levels of the project team in an effort to secure successful project completion. The immediate day to day contact/supervisor is the Project Manager(s) with additional supervision and interaction with the Office Manager.
Essential Duties and Responsibilities:
Create, update and generate the following per project utilizing Viewpoint software: project set up, all contractual documents including subcontract agreements, limited work authorizations, work authorizations, design/build contracts, consultant agreements, purchase orders, change orders, requests for information (RFI), project submittals, and drawing logs. Produce weekly distributions related to project status, project call sheets, submittals and RFI logs.
Follow up for timely receipt of executed copies of all contractual agreements, change orders, purchase orders, and sub-tier compliancy through insurance and signed Exhibit C Agreements. Licensing and proof of municipal contracts registration and bonding may be necessary. Distribute, track, and file all executed subcontractor and owner change orders.
Work within the guidelines established for subcontract agreements and insurance per Master Agreements.
Work directly with Leopardo s insurance agent for accuracy of insurance coverage per project, obtaining certificates of insurance from subcontractors, tracking compliancy and renewal.
Partner with project team to ensure all subcontractors are compliant and have appropriate documentation needed throughout the project.
Interaction and support of project team as required (e.g., Project Executive, Project Manager, Project Engineer, Superintendent, Project Accountant), may include completion of monthly expense reports, file creation, form completion, and job site materials.
Maintain all current project documents (e.g., project manual, plan sets, submittals, RFIs, ASKs, shop drawings) on PlanGrid.
Responsible to update and maintain Company software systems (e.g., View Point, Sales Force) with project detail information for marketing and project history.
Prioritize incoming and outgoing correspondence/mail/package on a daily basis. May include but not limited to processing UPS, FedEx, Messenger services and ordering blueprints.
File and maintain current job files (electronically and in paper format depending on retention requirements).
Work in the AIA program to create, edit and finalize various forms of Owner Contracts, Certificates of Substantial Completion, etc. Coordinate final executions and return/record documents.
Research potential job prospects and coordinate documentation needed to prepare an RFQ/RFP to secure new projects.
Generate check requests for project requirements, renewals, and events/fundraisers. Assist with coordinating and preparing for marketing opportunities/trade show exhibits. Coordinate travel arrangements as required.
Coordinate documentation and communication of project specific samples/submittals/shop drawings to the architects, engineers, and superintendent; process as required. Track timely return of submittals and update logs for review by project team.
Schedule and coordinate calendars and on site meetings including Outlook scheduling, reserving conference room (beverage set-up if needed), audio/visual requirements, conference lines and Web-ex meetings. Coordination of catering may also be required.
Organize, generate reports and participate in pre and post job meetings. Coordinate job start and job closeout with Superintendent and Project Manager. Maintain client rapport.
Provide the Administrative Assistant pertinent and accurate project information to facilitate the document closeout process.
Create subcontractor bid lists and the Invitation to Bid (ITB) in Leopardo bid software as required. Track receipt of ITB responses, coordinate distribution of bid package/blueprints to subcontractors, and send addenda and/or clarifications as required; utilize box.net as required. Assemble bid book, call subcontractors for bids, and track bids as they are received. Type final proposal to Owner.Attend bi-monthly Market meetings, Project Assistant meetings, TQM and other miscellaneous TQM committee meetings as required.
Properly record and box project files for dead file storage at the close of each project. Move and archive all project PlanGrid files to the project files on the Company shared directory.
Critical Thinking and Decision Making
Adaptability and Change Leadership
Supervisory Requirements: This job has no supervisory responsibilities.
Education / Experience Requirements:
Minimum High School Diploma or equivalent required.
Minimum of 2 years in the construction industry is preferred.
Knowledge of AIA documents and certificate of insurance preferred.
Proficient with MS Office Suite; knowledge of Viewpoint a plus.
Certifications, Licenses, Registrations: Must have a valid driver s license.
Long Term Care
IRS 125 Plan
PTO, paid holidays and volunteer PTO
Profit sharing plan
529 college savings plan
Complimentary chair massages
Annual service and special recognition awards
Professional training and development
Bereavement time off
Local health club discount
Various charitable activities
Physical Demands: Representative of those an employee encounters while performing the essential functions of this job.
This is largely a sedentary role performed in a professional office setting. The employee is consistently required to talk or hear; stand, walk and sit in combination and/or sequence; use hands to finger, handle or feel; reach with hands and arms; have adequate close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus; keyboard, write and read. Hand-eye coordination is necessary to operate computers and various pieces of office equipment. The employee must occasionally lift and/or move up to 25 pounds; stoop, kneel, bend, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds.
Work Environment: Representative of those an employee encounters while performing the essential functions of this job.
This job operates in a controlled indoor environment where the noise level is usually quiet. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Limitation and Disclaimer: The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
All job requirements are subject to possible modifications to reasonably accommodate individuals with disabilities.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.
Requirements are representative of minimum levels of knowledge, skills and / or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.
Employment-at-Will: This document does not create an employment contract, either express or implied. All employment is employment-at-will.