Position Summary
The Project Assistant (PA) for Downstream Services, Inc. reports to the Project Manager (PM) and provides necessary support for the development, execution, and oversight of projects within their assigned department. The PA helps implement project goals as directed by the PM and is accountable for some aspects of a project’s life cycle. The PA will carry out administrative tasks and coordinate with their department PM, Superintendent(s), Foremen, Equipment and Inventory Coordinator (EIC), and administration to ensure projects are completed on time and within budget. Large scale, multi-department projects may require the PA to coordinate with other Departments as directed by the Owners and PMs. The PA may also coordinate specific needs with other departments for specific shared equipment and labor. The PA will work closely with the Assistant Project Manager (APM).
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
· Review and understand new bid or project opportunities’ specifications and plan sets for scope, requirements, submittals, etc.
· Review daily project alert emails for potential bids and maintain bid sites as needed.
· Job creation and generation for public works and private projects. Work with Labor Compliance on public works project information requests.
· Create and maintain project files both on the server and hardcopy.
· Receive, review, name, and file field reports. Send deliverables to clients.
· Prepare subcontractor agreements and supporting documentation.
· Submit City verification forms on client’s behalf.
· Create opportunities for additional services in Salesforce.
· Create and manage accounts and contacts on Salesforce.
· Create SR invoices in Sage.
· Assist with creating maps in ArcGIS Pro and Online
· Order bid and contract bonds, and insurance certificates per contract requirements.
· Prepare project permit applications.
· Review and approve field time sheets.
· Create calendar events and setup reminders for events and meetings.
· Receive phone calls for APM and PM, relay information as necessary.
· Perform administrative duties including processing mail, photocopying, filing, sending faxes, invoices, and order supplies.
· Maintain department office/kitchen supplies and submit supply order for purchase approval to main office.
· Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes.
· Arrange travel reservations, business accommodations, prepare itineraries and agendas.
· Assist PM with preparing bids/RFPs for work.
· Assist PM with client meetings to discuss and present products and capabilities.
· Assist with creation of project documentation including RFI’s, change orders, and project submittals (coordinate w/ Safety Manager for safety documents).
· Assist with request for quotes, prepare POs, order, and track material and subcontractor procurement (parts, rentals, etc.).
· Assist with weekly and long-term scheduling of crews, equipment, and projects.
· Assist with coordination of daily tasks for field crews, communicate priorities by providing support docs, and relay information for onsite appointments.
· Communicate any issues, concerns or defects with the client as instructed by PM.
· Assist with project close out, completion reports, and prepare invoicing documents for accounting and PM approval.
· Assist with creation of job cost summary reports and forecasts.
· Assist and ensure that field staff are knowledgeable and properly trained to ensure safe working conditions and compliance with company policies/procedures.
· Attend Department Progress Meetings and Scheduling Meetings.
· Identify and suggest possible improvements to procedures.
· Contribute ideas for continuous improvement and effectiveness of team within department and share recommendations companywide.
· Provide team support and relief of admin staff job duties during times of need (e.g., lunch, breaks, illness, vacation).
· Other backup duties and responsibilities when PM or APM is out of the office.
· Embrace company culture, mission, and values.
· Other activities, duties, and responsibilities assigned.
Minimum Qualifications (Knowledge, Skills, and Abilities)
· High School Diploma or GED and minimum of 2 years of relevant administrative assistant experience in construction, or other related industry, required.
· College degree and/or relevant administrative skills certification, a plus.
· High degree of detail, accuracy, and organizational skills.
· Maintain confidential information.
· Work independently with some oversight and as part of team.
· Approachable, proactive, positive, and professional attitude.
· Professional verbal communication and written business communication skills.
· Able to conduct research and effectively proofread.
· Exhibit active listening skills and follow through on commitments.
· Good judgment to solve problems, escalate issues, and request prioritization of responsibilities.
· Highly proficient in computer and data entry skills, Microsoft suite of applications, Adobe, collaborative meeting platforms, and general office equipment.
· Other certifications and training may be required to further knowledge in the industry.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel objects, tools, or controls; and reach with hands, talk, and hear. The employee frequently views a computer monitor and frequently uses a computer keyboard. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile, and the employee occasionally travels short distances between office buildings. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. The employee may be required to work overtime or drive to drop off or pickup documents, plans, permits, etc. The employee is required to work in compliance with company safety policies, procedures, and applicable laws.
Job Type: Full-time
Pay: $22.40 - $29.13 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Education:
- High school or equivalent (Required)
Work Location: In person
