Project Assistant

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Full Time Gambrills, MD, US

7 days ago Requisition

Envocore, LLC is an established national leader engaged in the engineering, designing and installation of energy-efficient systems. Our company designs and installs projects for a wide range of Government, Commercial, Industrial, Educational, Medical, Institutional and Retail facilities across the United States.

SUMMARY: Initiates, coordinates, and executes administrative and other project support to project manager/team.

DUTIES AND RESPONSIBILITIES:

• Manages the building of subcontract documents and work orders as well as building any Master Subcontract Agreements if required
• Obtains necessary certificates of insurance for all subcontractors
• Manages all sub qualification packets for subcontractors and maintains records for tracking and renewal purposes to ensure compliance
• Gathers all necessary financial information and sends it to the finance department to set up all new subcontractors for payment
• Maintains the license log and all trade and contractor licenses; assists with license renewals
• Works closely with Envocore’s apparel vendor to ensure in stock inventory of polo shirts including ordering merchandise as needed and maintaining inventory log
• Orders Employee of the Month winner apparel
• Communicates with Envocore’s registered agent approving tax filings, managing Certificates of Authority for each entity and state
• Distributes daily internal/external mail and overnight packages; sends and distributes faxes.
• Composes, types, formats, and distributes professional correspondence and memoranda, E-mails and faxes, and project reports and documents using individual initiative and as assigned.
• Proactively establishes, and maintains highly organized electronic filing system, files correspondence and other records.
• Coordinates internal and external project meetings including but not limited to preparing and distributing agendas and other meeting materials and setting up/breaking down of conference room for meetings.
• Orders and maintains supplies, coordinates equipment maintenance.
• Assists in development and implementation of department systems and procedures as needed.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• Associate degree (A.A.) or equivalent, three to five years related experience, or

equivalent combination of education and experience.

• Excellent verbal and written communication skills.
• Proficient on Microsoft Word, Outlook, and Adobe
• Commitment to excellence and high standards.
• Strong organizational, problem-solving, and analytical skills.
• Ability to manage priorities and workflow.
• Strong interpersonal skills and acute attention to detail.
• Ability to understand and follow written and verbal instructions.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with the ability to make timely and sound decisions.
• Creative, flexible, and innovative team player
• Ability to work independently and as a member of various teams and
• Versatility, flexibility, and a willingness to work with changing priorities with enthusiasm.

COMPETENCIES:

• Teamwork--Balances team and individual responsibilities;
  Exhibits objectivity and openness to others' views;
  Gives and…