Responsibilities

The Project Assistant is primarily responsible for providing administrative support to the project team(s). The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

• Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards,
• Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
• Assist PM or project accountant with creating project in Project Data Management (PDM) software
• Assist with electronic job start up in project management systems
• Assist with obtaining insurance, permits, licenses and jobsite mobilization
• Act as the lead in ensuring that a Notice of Commencement has been filed
• Create and maintain all electronic project files
• Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
• Assist project team with the creation and management of construction documents (drawings / spec logs,RFI’s)
• Assist project team with submittal management process
• Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
• Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)
• Assist project management team with change order management process
• Asist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates,
• Receive, track and coordinate with accounting on Sales & Use Tax
• Act as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) and the project team to fulfill project needs
• Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
• Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
• Research status of pay applications and invoices in JD Edwards
• Assist in preparing and distributing owner billing
• Prepare, distribute and manage closeout documentation required by contract
• Verify that all electronic project files are complete and ready for storage
• Assist in distributing final job reports
• Enter employee time in JD Edwards system

Education, Skills, Knowledge, Qualifications & Experience

• Bachelor’s degree preferred or equivalent work experience
• Minimum of 5 years of Office Manager/Administrative work experience
• Experience in a fast-paced environment (construction industry is a plus)
• Ability to manage multiple projects
• Strong work ethic
• Working knowledge of Microsoft Word and Excel
• Basic understanding of financial accounting systems
• Excellent oral communication and interpersonal skills
• Strong organizational skills
• Proficient working knowledge of Microsoft office products, including Word and Excel
• Experience with JD Edwards software a plus

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.