Project Assistant

About the Role

This person will support the pre-construction design build team, project implementation team, and act as a resource for administrative tasks.

Responsibilities

• Project Booking – receive bid documents from sales team & generate new project packets for the project implementation team.
• Coordinate “kick off” meetings with Sales & Implementation teams.
• Take meeting minutes.
• Project Billing – Manage all project billing (Schedule of Values, progress billing, etc.).
• Generate status updates on active projects.
• Manage cost invoicing from vendors & subcontractors based on project manager requirements.
• Ensure cost gets posted to our internal accounting system.
• Generate subcontracts per job requirements.
• Perform routine clerical duties – setting up new files, maintaining and organization of department files, reproducing documents, drawings, etc. for bid process and design production.
• Generate Purchase orders.
• Create O&M (Close-out) docs per customer requirements.
• Work with Project teams to generate change orders & deductive change orders.

Requirements

• Pursuing college degree or equivalent work experience.
• Experience taking detailed meeting minutes.
• 2+ years’ experience in back-office support.
• Effective communications skills and ability to work well with a team.
• Detail oriented, logical, and methodical approach to problem solving.
• Excellent organizational skills.
• Scheduling and planning experience.
• Strong proficiency with Microsoft Office and Adobe Acrobat.

Benefits

• Comprehensive benefits package including medical, dental, and vision coverage.
• Health savings and flexible spending accounts.
• Life insurance and disability coverage.
• 401(k) Savings Plan.
• College Coach and employee assistance program.