Project Assistant

Responsibilities

• 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)
• Aid PM or project accountant with creating project in Project Data Management (PDM) software
• Aid with electronic job start up
• Aid 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
• Aid project team with the creation and management of construction documents (drawings / spec logs, RFI’s)
• Aid 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
• Aid project management team with change order management process
• Aid 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
• Aid in 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
• Aid 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
• Aid in distributing final job reports
• Enter employee time in JD Edwards system

Qualifications

• 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
• Able to work in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Able to successfully prioritize multiple tasks with competing deadlines
• Able to maintain a high level of confidentiality
• Obtain notary certification in applicable county