Project Support Specialist

JOB PURPOSE

Responsible for supporting project teams, regional leadership, and the Project Support Manager in executing, tracking and maintaining project files. The PSS is an integral part of the project team responsible for the execution of construction agreements and tracking of compliance / risk management requirements.

Areas of focus include the following Objective Key Results:

Compliance / Risk Management - Adherence to operations performance relative to standard operating procedures (SOPs), project controls, and Shook's operations manual.

Support - Maintain and communicate resources and workflow across the project team. Deliver consistency across the project team related to project management and closeouts.

ESSENTIAL DUTIES

The individual in this position is expected to be able to successfully perform the following duties and responsibilities according to Shook's Policies and Procedures and established business practices. This individual will have the best opportunity to succeed in this position by embracing Shook's Mission / Vision / Values.

Operational Excellence

• Follow standard operating procedures (SOPs) and processes in the drafting and execution of project contract agreements.
• Acquire information for new vendors/subcontractors/suppliers and coordinate that information with IT to ensure new vendors are set up in a timely manner.
• Issue and track compliance in accordance with Shook's SOPs.
• Maintain organized working files within AutoDesk.
• Monitor submission and approvals of Site Specific Safety Plans.
• Facilitate the collection and proper submission of certified payroll.
• Maintain and record the Notice of Furnishings, Notice of Commencement and sub-tier listings.
• Collect and track the requirement for and the submission of Lien Waivers.
• Assist with GC Pay.
• Initiate and lead meetings with the project team to communicate and execute close-out requirements.
• Facilitate the collection of project-specific state and federal compliance requirements.
• Utilization of the OAKS system with projects that require this platform.
• Assist with administrative responsibilities within the local office as a designated backup.
• Other project team responsibilities or duties as assigned by the supervisor.

Leadership, Communication & Consistency

• Manage, prioritize, and communicate resources and workflow across the project team.
• Ensure project-specific process adherence across company operations.
• Assist in covering responsibilities across Project Support Specialists and the project teams.
• Prioritize & coordinate multiple projects to ensure deadlines are met.
• Other project team responsibilities or duties as assigned by the supervisor.

This Job description is not all-inclusive. Other duties and responsibilities may be assigned from time to time, and this job description may be revised with or without notice.

REPORTING RELATIONSHIPS

The position reports directly to the Project Support Manager.

The position reports indirectly to the operational project teams, Regional Manager and Directors of Operations.

COMPETENCIES

• Strong problem-solving skills with sound judgment and tolerance for a high-pressure and dynamic environment.
• Strong interpersonal skills.
• Results-oriented to ensure delivery of services in an accurate, complete, and timely fashion.
• Ability to project a positive attitude and maintain high morale.
• Able to multi-task and effectively prioritize work.
• Able to ask for help and recognize when she/he is not working efficiently.
• Over-communicate with the project team to ensure they have all the information necessary to plan, act, and achieve the strategic objectives.
• Communicate well with others and develop positive relationships with colleagues.
• Excellent computer skills, organizational skills, ability to analyze information, attention to detail, multitasking & time management skills.
• Strong knowledge & experience in the following areas: project set-up, project info, project cost, building start-up & administrative closeout processes.
• Proficient computer skills in Microsoft Office Suite, Autodesk, Docusign, Vista, and Bluebeam
• Passionate about learning and applying new technologies, concepts, and innovative solutions.
• Notary Public (within 30 days)
• Strong personal integrity and high ethical standards.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE

• High School Diploma; associate's degree in construction management or business administration preferred.
• 2+ years of experience in a construction-related industry.
• Previous office experience.
• Strong organizational skills, detail orientation, and multitasking capabilities are required.
• A valid Driver's License is required.
• Construction-related experience, certifications, and training are highly desirable.

Ability to read and comprehend instructions, short correspondence, and memos. Abi|ity to write simple correspondence. Ability to present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

RECEPTIONIST / OFFICE ADMINISTRATOR

Responsible for supporting regional leadership and office staff by providing essential administrative duties as outlined below.

• Welcome visitors; answer or direct inquiries.

• Maintain organization and appearance of reception area, conference rooms, and general office space; including watering interior office plants.

• Coordinate and manage mail services deliveries including packages and letters to designated individuals.

• Maintain organization of the kitchen space including loading and unloading the dishwasher/drying rack, cleaning out the refrigerator, cleaning the microwave, etc.

• Ordering breakfast/lunch, as requested - setup and cleanup as needed.

• Complete regular inventories of the following and re-order as needed:

• office supplies such as paper, pens, staplers, IT equipment, etc.

• water, coffee, soft drinks and snacks.

• kitchen supplies such as paper products, plasticware, napkins, paper towels, tissues, etc.

• Coordinate travel arrangements, as requested.

• Work with landlord or building services to report maintenance issues in leased office space.

• Assist IT and HR when a new hire is onboarded to ensure that IT equipment is provided, initiate orientation on new hires first day and ensure new hire paperwork is available and completed.

• Order flowers, as requested.

• Complete expenses reports for senior leadership, as requested.

• Coordinate with regional leadership to plan general office community service events.

• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.

• Answer the phone.

• Take the lead in coordinating the region-wide summer picnic and holiday party.

• Set up and clean up office décor seasonally and for major holidays.

• Empty recycling containers, as needed.

• Periodically coordinate with safety department to ensure adequate safety equipment is available.

• In coordination with the regional manager, plan and support regular company social events to foster culture and team building.

• Ensure office/cubical is cleaned out when permanent areas are vacated.

• If your regional office has an off-site storage facility for office equipment only (not job or construction specific equipment), maintain the inventory list and access to that facility.

• It is the responsibility of the office administrator to report to the PSM if any of these responsibilities are being abused. PSM will relay concerns to senior leadership to improve the situation.