| Location | Dallas, TX |
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):
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.
Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
Assist PM or project accountant with creating project in Project Data Management (PDM) software
Assist with electronic job start up
Assist with obtaining insurance, permits, licenses and jobsite mobilization
Act as the lead in ensuring that a Notice of Commencement has been filed
Create and maintain all electronic project files
Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
Assist project team with the creation and management of construction documents (drawings / spec logs, RFI's)
Assist project team with submittal management process
Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)
Assist project management team with change order management process
Assist team with material status tracking on subcontracts and purchase orders- create logs, coordinate delivery dates, etc.
Receive, track and coordinate with accounting on Sales & Use Tax
Act as a liaison between other departments (JSA's, accounting, document coordinators, etc.) and the project team to fulfill project needs
Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
Research status of pay applications and invoices in JD Edwards
Assist in preparing and distributing owner billing
Prepare, distribute and manage closeout documentation required by contract
Verify that all electronic project files are complete and ready for storage
Assist in distributing final job reports
Enter employee time in JD Edwards system
Education - Skills - Knowledge - Qualifications & Experience
Bachelor's degree preferred
Minimum of one year 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
Bachelor's degree preferred
Minimum of one year 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