Project Support Specialist

About the Role

The Project Support Specialist is an integral part of the project team responsible for the facilitation of construction projects. This role supports project teams, Regional Managers, Directors of Operations, and the Director of Project Solutions in managing, maintaining, and tracking project flow. Key focus areas include compliance with standard operating procedures (SOPs), supporting project workflow, and ensuring consistency in project management and closeouts.

Responsibilities

• Follow standard operating procedures (SOPs), project controls, and processes for the project team.
• Support regular company social events to foster culture and team building.
• Acquire information for new vendors/subcontractors/suppliers in a timely manner to maintain project schedules, while maintaining a Project Directory within Viewpoint and Autodesk Build.
• Issue and track Subcontracts/Purchase Orders compliant with Shook’s SOPs.
• Submit and track all permits.
• Work closely with the project team to assemble and collect all Closeout Documents.
• Coordinate and maintain job-specific resources (e.g., jobsite trailer supplies and plans).
• Manage organized working files within AutoDesk Build.
• Assist with administrative responsibilities within the local office as a designated backup.
• Organize and maintain project files and databases.
• Assist with jobsite utilities and accounts.
• Support the Pay application process.
• Assist in diversity tracking.
• Facilitate certified payroll and project-specific state and federal compliance.
• Facilitate Risk Management Plans for subcontractors and vendors.
• Maintain and record Notice of Furnishings and sub-tier listings.
• Track and maintain Lien Waivers.
• Secure and maintain compliance items.
• Assist with monthly reports distributed to clients and partners.
• Assist with GC Pay.
• Utilize the OAKS system for projects requiring this platform.
• Assist with pre-task plans and safety plans from vendors.
• Assist with Buy American/ASI documentation.
• Manage, prioritize, and communicate resources and workflow across the project team.
• Ensure project-specific process adherence across company operations.
• Assist in covering responsibilities across Project Support Specialists and project teams.
• Prioritize and coordinate multiple projects to ensure deadlines are met.
• Perform other project team responsibilities or duties as assigned by the supervisor.

Qualifications

• High School Diploma; associate’s degree in construction management or business administration preferred.
• 2+ years of experience in a construction-related industry or equivalent career progression within Shook.
• Previous office experience required.
• Strong organizational skills, detail orientation, and multitasking capabilities.
• Valid Driver's License required.
• Construction-related experience, certifications, and training are highly desirable.

Skills

• Strong problem-solving abilities with sound judgment and tolerance for a high-pressure, dynamic environment.
• Excellent interpersonal and communication skills.
• Results-oriented with a focus on accurate, complete, and timely service delivery.
• Ability to project a positive attitude and maintain high morale.
• Strong multitasking and prioritization skills.
• Ability to recognize inefficiencies and ask for help when needed.
• Over-communicate with the project team to ensure alignment with strategic objectives.
• Ability to develop positive relationships with colleagues.
• Proficient in Microsoft Office Suite, AutoDesk Build, DocuSign, Vista, and Bluebeam.
• Familiarity with permitting systems.
• Passionate about learning and applying new technologies and innovative solutions.
• Notary Public certification (required within 30 days of hire).
• Strong personal integrity and high ethical standards.
• Technical proficiency in Shook ERP systems (Viewpoint and Paperless).
• Experience with OAKS, GC Pay, and Paycom is a plus.

Language & Mathematical Skills

• Ability to read, comprehend, and write simple correspondence and instructions.
• Ability to present information in one-on-one and small group settings.
• Ability to perform basic arithmetic operations (addition, subtraction, multiplication, division) using whole numbers, fractions, and decimals.
• Ability to compute rates, ratios, percentages, and interpret graphs.
• Ability to solve practical problems with limited standardization and interpret instructions in written, oral, diagram, or schedule form.

Physical Demands

• Occasionally stand, walk, sit, reach with hands and arms, climb, and balance.
• Must be able to talk, hear, taste, smell, and use hands to finger, handle, and feel.
• Seldom stoop, crouch, or crawl.
• Occasionally lift up to 10 lbs.
• Vision requirements: close, distance, color, peripheral, depth perception, and ability to adjust focus.

Work Environment

The noise level in the work environment is usually quiet.

Reporting Relationships

This position reports directly to the Project Support Manager and indirectly to the Project Management teams (e.g., Regional Managers, Directors of Operations, Project Managers, Superintendents, Project Engineers).