Project Assistant

About the Role

As a Project Assistant, you will provide support to the Project Teams.

Responsibilities

• Process project-related documents such as contracts, change orders, RFIs, AIAs, minutes, close-out documentation, and archiving.
• Process correspondence, letters, and reports.
• Assist the Project Manager on bid days.
• Contact external partners to obtain correct and complete required paperwork.
• Handle accounting elements of the Project, including processing invoices, joint checks, stored materials, or assigning phases.
• Set up and maintain manual and electronic filing systems per Wohlsen standards.
• Answer phones, take messages, and schedule appointments.
• Organize and direct the Project Team on routine tasks and general information.
• Schedule and organize time, including setting priorities.
• Work with others in a team environment to accomplish tasks.
• Order and maintain office supplies and equipment.
• Distribute supplies when delivered.
• Sort and distribute incoming and outgoing materials.
• Replenish postage meter.
• Coordinate distribution services (FedEx, UPS, etc.).
• Coordinate with the building security firm to establish safety measures.
• Greet visitors to the office and notify appropriate staff of the visitor’s presence; cover the switchboard as needed.
• Occasional travel to a job site or other Wohlsen office is required, including transporting items between offices.

Qualifications

• High school graduate/GED or equivalent work experience.
• Minimum of five years’ experience in a technical office environment.
• Proficient with Microsoft Office software systems: Word, Excel, Outlook, and PowerPoint.
• Familiarity with ASTA, Bluebeam, DocuSign, and CMIC is a plus.
• Capable of using a computer, keyboard, mouse, printer, fax machine, copy machine, and scanner.
• Ability to operate basic office equipment like phones and calculators.
• Good communication skills, including written, verbal, and electronic.
• Pleasant telephone manner.