The Project Assistant is primarily responsible for providing administrative support to the project team(s).
• Create, distribute, and execute contracts, purchase orders, and other contractual documentation
• Manage subcontract documents, business licenses, and safety documentation
• Support subcontract pay applications, lien waivers, invoice coding, and approvals
• Assist with change orders and owner billing
• Prepare and manage closeout documentation
Project Setup / Compliance
• Assist with electronic job startup
• Help obtain insurance, permits, licenses, and mobilization requirements
• Ensure Notice of Commencement is filed
• Support SDP enrollment and bond issuance
• Track Sales & Use Tax coordination
Document / Project Systems Management
• Create and maintain electronic project files
• Verify file completeness for storage
• Assist with drawings, spec logs, RFIs, and submittals
• Track material status on subcontracts and purchase order
• Liaise with accounting, jobsite assistants, document coordinators, and other departments
• Research pay application and invoice status in JD Edwards
• Enter employee time in JD Edwards
• Prepare expense reports and book travel
• Provide general administrative support
Coordination / Administrative Support
The Project Assistant is primarily responsible for providing administrative support to the project team(s). If
supporting a Division Manager or Operations Manager other responsibilities and essential duties
may include but are not limited to the following
• High level of confidentiality
• Field managers calls if needed
• Maintain access to outlook calendar and coordinates meeting requests
• Coordinates monthly division meetings, lunches, and other day-to-day needs of DMs / OMs
• Use Concur Travel and Expense to book travel and complete expense reports
• Gather and review monthly time for division
• May create and distribute owner contracts and change orders in AIA
• Bachelor’s degree preferred
• Minimum of five years of work experience in an office environment
• Strong verbal and written communication skills
• Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
• Working proficiency in Bluebeam strongly preferred
• Aptitude to learn new computer applications and software
• Excellent customer service skills
• Positive attitude
• Proven self-starter
• Detailed oriented with the ability to recognize discrepancies
• Ability to work in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Ability to successfully prioritize multiple tasks with competing deadlines
• Ability to maintain a high level of confidentiality
• Obtain notary certification in applicable county
The above description covers the principal duties and responsibilities of the job. The description shall not, however, be
construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.