Project Assistant

Innovative Mechanical & Design (IMD), a Legence company
IMD is a full-service heating, cooling, plumbing and repair company offering comprehensive turnkey solutions. Our experienced team aspires to build, design, and create the resolutions you need using intelligent, creative methods that both meet and exceed industry standards. Together, we collaborate on each project to offer a “think out of the box approach” to solutions because we believe in assisting our clients with options and quality consultations.

Responsible for assisting in the planning and coordination activities concerned with the construction and maintenance of structures, facilities, and systems as they relate to our mechanical work. Tasks are to be accomplished within well-defined procedural time limits, with occasional non-routine work involved. Oversee document control and ensure open communication with Project Manager on a daily basis.
Essential Functions

• High School diploma and 3-5 years construction work experience.
• Manage multiple projects at various stages simultaneously.
• Prioritize appropriately with good time management skills.
• Process contracts and subcontracts.
• Schedule meetings and prep meeting documents.
• File electronically using alpha & numeric systems.
• Proficient with various office equipment, including; copiers, postage machines, scanners and computers.
• Advanced understanding of MS 365 to perform clerical tasks.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responsibilities/Duties

• Process Subcontract from GC/Owner

o Complete Contract Review Checklist with PM.
o W-9, Bonds, Insurance-Yearout (GL, WC); request Builder’s Risk from GC
o OCIP documents, as needed.
o IMD signature routing; signed contract to GC.
o Submit Job Application for job #.

• Subcontracts to Yearout subcontractors

o Generate and Issue Subcontract; process signature routing; issue executed:
o ConsensusDocs 750 (trade) or 420 (A/E)
o Subcontract Package Letter
o Subcontract Attachments, including GC Flow-Down
o New Vendor Request Set Up Form
o Subcontracts Checklist
o Assist PM and Foreman with subcontractor work coordination.

• Permits

o Submit applications for State, County, City permits.

• Meetings:

o PM Weekly: review projects’ status and logs/checklists with PM.
o Project Life Cycle: Turnover, Rollout, Productivity, Kickoff, 30%, 60%, Closeout
o Schedule meetings.
o Print meeting documents.

• Submittals-Work with Submittal Coordinator.
• Maintain project folder documents to show current

o Digital Bucket links

• Logs/Reports

o Drawings-enter drawings in Timberline and generate logs
o COR and RFI-review logs and notify PM with issues.
o Issues/Resolutions-review with PM weekly for updates and enter on Log.
o Manpower Job Comments-review with PM on Mondays; enter on sheet.
o Project Guidelines-update weekly, verify items with PM, if unsure.

• Purchasing

o Large Equipment ordered by Submittal Coordinator via POs/POCOs.
o If SC unable to do (out of office and is urgent), PA to assist.
o Rough Material ordered by Foreman/PM via Material Request form.
o If Foreman unable to do (out of office and is urgent), PA to assist.
o Miscellaneous items to be ordered by PM/Foreman/PA via POs/POCOs
o Receipt/Index PO’s
o PA tracks order to delivery.

• RFIs

o Request from PM/Foreman, generate in Timberline; issue to GC/Owner, track for response.
o Process revisions and final; issue to Foreman, PM and Detailers.

• CORs

o Take-off from Estimating, generate in Timberline, PM review, issue to GC.
o Notify subs, if cost impact; process revisions; track until CO received.

• COs

o Cross-check CO with COR values; enter in Timberline; PM sign, send to GC.
o Receive executed (track until received), save in project file, notify PM.

• Closeout

o Assist with document closeout.

• Miscellaneous

o Phone back-up for PMs (out of office).
Competencies

• Clerical – Knowledge of administrative and clerical procedures and systems, such as word processing,

spreadsheet maintenance, managing files and records, and other office procedures and terminology.

• English Language – Knowledge of the structure and content of the English language including the meaning

and spelling of words, rules of composition and grammar.

• Customer and Personal Service – Knowledge of principles and processes for providing customer and

personal services. This includes customer needs assessment, meeting quality standards for services, and
evaluation of customer satisfaction.

• Computers – Knowledge of computer software, including applications.
• Administration and Management – Basic knowledge of business and management principles involved in

planning, resource allocation, leadership technique, production methods, and coordination of people and
resources.

• Communication – Effectively communicating as appropriate for the needs of the audience.
• Active Listening – Giving full attention to what other people are saying, taking time to understand the points

being made, asking questions as appropriate, and not interrupting at inappropriate times.

• Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
• Problem Solving – Identifying problems and reviewing related information to develop and evaluate options and implement solutions or elevate to upper management.
• Management of Personnel Resources – Basic motivating, developing, and directing people as they work, identifying the best people for the job or getting direction from upper management if needed.
• Time Management – Managing one’s own time as it relates to the position and duties.
• Service Orientation – Actively looking for way to help people.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Coordination – Adjusting actions in relation to others’ actions.
• Active Learning – Understanding the implications of new information for both current and future problem- solving and decision-making.
• Judgment and Decision Making – Considering the benefits of potential actions to choose the most appropriate one.
• Monitoring – Monitoring/Assessing performance of yourself or others to make improvements or take corrective action as it relates to the position and duties.

#LI-Onsite #LI-KW1

About Legence
Legence (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems—enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world’s most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.
Benefits Overview
Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave
Financial Benefits: 401(k) retirement savings plan
Reasonable Accommodations
If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.
Employment Eligibility
Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.
Third-Party Recruiting Disclaimer
Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.
Pay Disclosure & Considerations
Where pay ranges are indicated, please note that a successful candidate’s exact pay will be determined based relevant job-related factors, including any of the following: candidate’s experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.
Equal Employment Opportunity Employer
Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
EEO is the Law