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Project Manager/Administrative Assistant

Quinn Sales Inc.

Gastonia, North Carolina

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JOB DETAILS
SKILLS
Accounting Software, Administrative Skills, Air Intelligence Agency (AIA), Billing, Bond Market, Change Requests/Orders, Communication Skills, Computer Software, Construction Administration, Contract Approval, Contract Management, Contract Processing, Detail Oriented, Disability Insurance, Documentation, Finance, Financial Control, Insurance, Leadership, Liens, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Word, Multitasking, Operations Management, Presentation/Verbal Skills, Project Management Software, Project Planning, Project/Program Management, Proposal Writing, Purchase Orders, Request for Information (RFI), Spreadsheets, Systems Administration/Management, Team Player, Time Management, Writing Skills
LOCATION
Gastonia, North Carolina
POSTED
30+ days ago
Job Description- Actively seeking a highly talented, experienced and motivated Project Manager Administrative Assistant for immediate employment in our growing Gastonia, NC office.

Main Job Tasks and Responsibilities:
  • Provide general administrative and clerical support to the Project Managers.
  • Assist in the coordination and management of basic and routine contract administration, proposals, purchase orders and subcontracts under the direct supervision and guidance of the Operations Manager.
  • Duties include processing contracts, COI’S (certification of insurance), work orders, purchase orders, change orders, RFI'S (request for information), submittals, closeouts and maintaining all logs.
  • Timely collection and organization of all documents pertaining to each project.
  • Participation in project planning and kick-off meetings.
  • Assist in facilitation of various production/operations meetings, maintain minutes / action items and perform basic follow-up as required.
  • Develop and implement systems and processes to manage and maintain all project related documents including pay-items, meeting minutes, project status update entries, and payment, and submittal logs (spreadsheets/logs).·         Compile a list of monthly billings from project managers and prepare monthly invoices in approved format per contract (AIA -formal invoice).
  • Maintain project folders for all ongoing and future projects, including a list of all required documentation, both electronically, hard copy and archive at completion.
  • Prepare Installer Warranties and assist with request and submittal of Manufacturer Warranties.
  • Maintain tracker of COR’s (change orders requests) for all ongoing projects; ensure they are processed in accordance with applicable contact documents.
  • Serve as liaison in obtaining required documentation from subcontractors and vendors.
  • Follow up with GC/owners of payment status and elevate payment issues as needed to the Controller.
  • Obtain and provide all additional support for project billings (e.g. waivers, lien releases, other contractual forms, etc.).
  • Prepare job setup request forms for the accounting system.
  • Support Finance as needed for request and ongoing monitoring of Bid Bonds/ P&P Bonds.
  • Assist Finance with project related reporting and status updates for internal and external users.
  • Enter monthly billings and change orders in the accounting system.
  • Assist Estimating with pre-qualification and bid preparation and bid submittal.
Minimum Requirements: 
  • 3+ years of experience in Construction Administration Role.
  • Strong use of Microsoft Office (Word, Excel, Project, etc.).
  • Ability to multitask and work efficiently in a fast pace environment.
  • Knowledge of computer project management software and hardware.
  • Determination and persistence.
  • The ability to trust their intuition with minimal supervision.
  • Good verbal and written communication skills.
  • Excellent leadership skills.
  • The ability to work well in a group setting.
  • Thorough attention to detail.
  • Empathy and situational awareness.
Compensation: 
  • Competitive salary based on experience and qualifications. 
  • Health, Vision, Dental, Long and Short Term Disability Insurance. 
  • 401K (After 1 year of service). 
  • Paid PTO and Holidays.  

About the Company

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Quinn Sales Inc.