Project Assistant

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. Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed.

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
• Asist 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