Project Assistant

About the role

Provide administrative support to the project management team (one or more people) for a construction project, or other specified project or department.

Responsibilities

• Answer phones – screen/handle routine items and direct calls as appropriate.
• Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handling items not requiring supervisor’s attention.
• Assist with travel arrangements, planning itineraries and scheduling meetings.
• Arrange catering and assist with event planning.
• Assist with administration of office/jobsite facilities, as assigned.
• Maintain inventory of office supplies and materials, and order or purchase as needed.
• Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature.
• Maintain accurate, standardized filing system, including week‑ending and month‑ending job files, insurance and bonding logs, commitment logs and job files.
• Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders) and track signed, returned commitments/agreements.
• Order and distribute plans.
• Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.
• Coordinate with corporate prequalification department on subcontractor information submissions and renewals; actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, and assist with troubleshooting.
• Follow job close‑out procedures including archiving project plans and files.
• Obtain Notary Public certificate for the State of Oregon or South Carolina (as needed).
• Process new client/business partner setup into cost management system.
• Complete other responsibilities as assigned.

Requirements

• High School Diploma or equivalent combination of training and experience, or ability to demonstrate proficient use of computer programs.
• Ability to keyboard 45 wpm accurately.
• Valid driver’s license.
• Working knowledge of general office procedures and office machines.
• Proficient English verbal communication skills, including a professional telephone manner.
• Reliability, dependability, and flexibility.