Project Assistant

Job Summary:

The Design Project Assistant II plays a critical role in supporting the successful execution of design and construction projects by managing project documentation, coordinating RFIs and submittals, maintaining project information, and communicating with project teams and clients. This position requires strong organizational skills, attention to detail, and the ability to work independently while supporting multiple concurrent projects.

Essential Duties and Responsibilities

• Download and upload RFIs and submittals through customer software platforms with minimal or no Project Manager oversight.
• Review and assign RFIs and submittals to the appropriate internal team members and subcontractors.
• Track outstanding RFIs and submittals and proactively follow up with responsible parties to ensure timely responses.
• Lead internal RFI and submittal status meetings with minimal supervision.
• Provide regular RFI and submittal status updates directly to clients.
• Attend and support Owner-Architect-Contractor (OAC) and Submittal/Design Coordination (SDC) meetings, providing project documentation updates with moderate Project Manager support.
• Manage the Design PM inbox and respond to incoming emails in a timely and professional manner.
• Maintain accurate project information within company project management systems, including: project scope, project milestones, project team assignments, budget hours and project forecasting based on proposals, estimates, and project schedules.
• Coordinate with Project Managers, engineers, designers, clients, vendors, and subcontractors.
• Ensure project documentation is complete, organized, and up to date.
• Identify potential scheduling or documentation issues and communicate them to the project team.
• Maintain confidentiality of project and client information.

Qualifications:

• Associate’s degree in construction management, Engineering Technology, Business Administration, or a related field, preferred or equivalent work experience.
• Two or more years of experience supporting construction, engineering, architecture, or design projects, preferred or equivalent work experience.
• Experience managing RFIs, submittals, and project documentation, preferred or equivalent work experience.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience using construction/project management software, preferred or equivalent work experience.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines.
• Excellent customer service and communication skills.
• Ability to work independently with minimal supervision.
• Strong problem-solving and organizational abilities.
• Professional demeanor when interacting with clients and project teams.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift up to 25 pounds.
• Occasional travel to project sites or client meetings may be required.