Project Assistant (Utility)

The Project Assistant supports Brubacher’s utility business unit in meeting customer needs and positions us for growth in both revenue and market share in this market. This position establishes processes for the scheduling and processing of work orders, as well as change orders and billings for contract work on utility jobs. The successful candidate is self-motivated, demonstrates initiative and attention to detail. The role provides some administrative support as well.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following. Other duties may be assigned.

• Recognizes and incorporates the company’s expectations, goals, and values for a successful project.
• Perform all duties related to customer work authorizations and change orders for assigned jobs in a prompt, professional, and courteous manner.
• Assist in developing and oversee cost effective methods for performing work in the most productive manner.
• Develop and maintain a logical, efficient, and integrated system of schedules, objectives and logistics for each assigned job.
• Operates computer systems proficiently. This includes programs such as B2W, Bluebeam, Microsoft Office, Microsoft Project, Spectrum, and others as needed.
• Prepares, reviews, and sends submittals for material approval.
• When a project is awarded, make job books and forward copies to Pipe Supervisor, Project Manager, and Utilities Manager. Create new job file in operations sharefile folder and ensure plans, specifications and geo-technical reports are available to operations.
• Prepare and submit Clean Fill Certifications prior to project start. Submit to those facilities found appropriate.
• Provide support for Paving team in keeping an organized record of both outstanding and completed patches, along with pin dropping locations on Google maps.
• Process utility contract work orders and billings. Keeps an organized master spreadsheet of invoices.
• Conducts the Pennsylvania One Calls and the Miss Utility Calls for the utility crews using an online system. When there is a utility hit, contacts the appropriate utility companies and completes in house PIR's for the entire team.
• Maintain and update project schedules on a regular basis.
• Prints out plans as needed.
• Handles No Parking Signage support - contacts those municipalities that require pre-authorization of signage posting.
• Primary point of contact for all field paperwork submission. Sorts, files and scan's necessary paper backing.
• Prepares subcontracts and issues requests for certificates of insurance from subcontractors. Documents, indexes, and posts the subcontractor’s invoices into company’s ERP system.
• Prepares and send the purchase orders to vendors. If invoices differ from the purchase order, verifies the material quantities with the Pipe Supervisor and double checks the cost codes before the Project Manager accepts it for payment.
• Prepares weekly invoicing in advance of PM review.
• Prepares the tax exemption certificates to be sent along with the purchase orders as needed. Completes the clean fill certificates when required by the dump site.
• Assists with the cost to complete documents, as needed.
• Prepares monthly safety log for Project Manager’s jobs for Project Review.

EDUCATION and/or EXPERIENCE:

• High school diploma or GED required.
• Bachelor of Science in Business Administration with a minor in accounting is preferred.
• Requires two to three years of office experience utilizing word processing, data bases and spread sheets. Previous experience with Microsoft Office, Paperport, B2W, and Spectrum preferred.
• Previous experience working with contracts and bonds in a similar role is preferred.
• Requires skill using machines normally found in a modern office, such as a FAX, copy machine, computer (and related software), calculator, telephone system, etc.