Project Management Assistant

Key Responsibilities

• Request and establish project numbers as directed by Estimators and Project Managers.
• Cook up and distribute required insurance certificates and bonds based on project specifications and contractual requirements.
• Transfer project documentation from construction folders into Procore and Procore Drive.
• Maintain accurate project records and documentation throughout the project lifecycle.
• Aid Project Managers in obtaining and tracking permits, including: Building permits, Electrical permits, Utility permits, County permits, City permits, State permits.
• Ensure permit documentation is properly filed and maintained.
• Issue and track subcontract agreements and change orders.
• Compile and maintain comprehensive project contact lists, including email addresses and phone numbers, within Procore and Viewpoint (VP).
• Obtain the most current project drawings, specifications, and addenda from Estimators and Project Managers and upload them into Procore.
• Coordinate printing and distribution of complete drawing sets for Project Managers and Foremen as needed.
• Maintain current project files and documentation to ensure accuracy and accessibility.
• Aid Project Managers in requesting, receiving, and processing material submittals from vendors and suppliers.
• Submit required documentation to General Contractors and Construction Services teams.
• Review labor rates when project requirements dictate.
• Enter and maintain project phase codes and Schedule of Values (SOV) provided by Estimators and Project Managers.
• Monitor project schedules and assist with maintaining updated project timelines.
• Schedule, coordinate, and attend project meetings, including: Turnover Meetings, Pre-Construction Meetings 25%, 50%, and 75% Project Review Meetings, Closeout Meetings, WIP Meetings.
• Prepare meeting agendas and distribute them to attendees.
• Record, prepare, and distribute meeting minutes through Procore.
• Track, upload, and maintain all project-related documentation in Procore, including: Change Orders, Requests for Information (RFIs), Submittals, Drawings.
• Complete weekly and monthly project billings.
• Distribute monthly Work-in-Progress (WIP) reports.
• Ensure all project logs remain accurate, current, and complete.
• Coordinate project closeout activities and documentation.
• Assemble Operations and Maintenance (O&M) manuals.
• Collect and organize warranty documentation, warranty letters, and product data.
• Ensure all closeout requirements are completed in accordance with project specifications.

Qualifications/Requirements

• A High School Diploma or GED.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Ability to work effectively in a fast-paced, team-oriented environment.
• High attention to detail and accuracy.
• Previous construction industry experience is preferred but not required.