Assistant Construction Project Manager

Responsibilities

• Aids the Project Manager in preparing construction projects and bid documents for public bid openings.
• Reviews and prepares solicitations, project manuals, bid tab sheets, specifications, drawings, terms and conditions, and other documents as necessary.
• Checks for completeness and verifies accuracy of projects, contracts, change orders, pay applications, notes, pictures, updates, and invoicing.
• Communicates and consults with project managers and construction specialists regularly.
• Processes change orders, renewals, approved pay applications or invoices, and transmits them to the agency for payment.
• Reviews project bid tab for appropriateness for bid openings and works with other contracting officers.
• Records bids at bid openings and uploads completed bid tabs to online bidding sites.
• Processes and updates PeopleSoft purchase orders as needed to correspond with the contract document.
• Drafts and processes requests for solicitations for Architectural, Engineering, Construction Management, and Design Build for review by the Project Manager and release.
• Uploads documents to the online plan room as needed.
• Processes construction contracts and routes them to the vendor for signature, requesting bonds and insurance when applicable.
• Reviews returned contracts and routes as needed.
• Reviews Purchase Orders as needed and sends Notice to Proceed according to procedure.
• Serves as back-up for the mail, phone, open records requests, online bidding, solicitations to newspapers for advertisement, and other staff.
• Communicates effectively in all areas of communication (i.e., email, telephone, in person, etc.).
• Corresponds with agencies, vendors, consultants, and the public via phone, letters, and email, dispensing information to assist with problems, questions, and/or fulfilling requests.
• Disseminates accurate information consistent with Title 61 and OAC 260.
• Responsible for tracking construction project invoices and reporting.
• Contacts using the agency on any aging invoices and provides reports.
• Serves as one of the agency’s Lead Certified Procurement Officer who is responsible for the issuance of purchase orders for the Agency.
• This includes auditing all documentation for necessary approvals and completeness of details.
• Determines appropriate method of acquisition in accordance with all relevant state statutes and rules.
• Processes purchase orders, payment requests, and contract renewals in PeopleSoft.
• P-Card Holder responsibilities include:
• Follow all Statutes, Rules, and Regulations set by OMES.
• Provides data for monthly metrics report and other reports as needed.
• Attends staff and training meetings designated mandatory.

Qualifications

• High school diploma or equivalent and minimum one year of technical administrative experience or related construction experience.
• Preference given to candidates who possess Certified Procurement Officer Certification.
• Strong attention to detail and documentation accuracy.
• Proficiency with Microsoft Office Suite (especially Excel and Outlook).
• Mastery of PeopleSoft or construction management software (e.g., Unifier).
• Excellent organizational and communication skills.

Physical Demands and Work Environment

• Works in a comfortable office environment for a large percentage of the workday.
• About 30% of the workday spent outdoors in all weather.
• The noise level in the work environment is usually mild in the office.
• May require ear protection when on a job site.
• Requires standing, bending, crouching, pushing, pulling, lifting, moving, carrying up to twenty-five pounds, and climbing ladders/stairs.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.