Project Assistant

Responsibilities

• Provide day-to-day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, and ordering business cards.
• Prepare expense reports and book travel using Concur Travel and Expense for project team(s).
• Assist Project Manager or project accountant with creating projects 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 other contractual documentation in project management systems and DocuSign.
• Assist project team with the creation and management of construction documents (drawings/spec logs, RFIs).
• Assist project team with submittal management process.
• Manage the subcontract, subcontract business licenses, and required safety document process, ensuring 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.
• Assist 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.

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.
• 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.