Project Assistant

Project Assistant – Okland Construction

Okland is looking for an experienced administrative professional who thrives in a dynamic environment and is skilled at juggling multiple tasks efficiently. The Project Assistant will be pivotal in supporting day-to-day operations, managing administrative tasks, and ensuring smooth business functions such as calendar management, project coordination, and answering calls and emails.

• Responds to all incoming phone calls and emails.
• Document handling: copies, faxes, scans, and files forms, documents and other correspondence.
• Sends new hire orientation information for onboarding to new employees.
• Responsible for welcoming new employees by providing arrival instructions and assisting with safety orientation.
• Oversee conference meeting room schedules.
• Maintains meeting minutes, takes detailed and organized minutes for all subcontractor coordination and owner/architect/contractor meetings; inputs all meeting data into Prolog Manager and generates weekly meeting minutes to be distributed to all involved parties.
• Orders all necessary office supplies.
• Digital Plans:
  Responsible for updating and filing all digital drawings using Blue Beam software, including retrieving necessary changes from the FTP site, filing them in the correct location, extracting individual changed documents (i.e., DWGs/Specs), and updating the digital set with new documents; posts all RFI’s to the digital plan set and hyperlinks RFIs/Specs/DWGs.
• Document updates: maintains the project manager’s, superintendent’s, and field’s set of hard copy plans and specifications with all changes and RFI’s.
• Manages the File Transfer Protocol to ensure all related documents are stored correctly and posted for subcontractors to retrieve from the FTP site.

• Must have a high school diploma or equivalent.
• Prior experience in construction or project management is preferred.

• Experience supporting construction project management teams in an administrative capacity.
• Strong working knowledge of Microsoft Word and Excel.
• Demonstrated ability to ‘think on your feet’ and solve problems.
• Can-do attitude with superior organizational skills and accuracy.
• Advanced verbal and written communication.
• Ability to prioritize multiple tasks and be extremely organized.
• Ability to maintain confidentiality in all aspects of job responsibilities.
• Will work overtime to meet business requirements as needed.

• A people-focused culture united by our shared values
• Progressive leadership
• Growth, training, and development opportunities
• Competitive salary rates
• Generous PTO
• Health, Life, & Disability Insurance
• 401k with company match
• Employee Recognition and Rewards
• Employee Referral Program
• Company Bonus eligibility
• A commitment to delivering the most remarkable experience for all stakeholders

Okland is an equal opportunity employer and considers all applicants for employment based on merit, competence, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. Applicants will be considered regardless of their race, color, sex, gender identity or expression, age, religion, creed, national origin, citizenship status, sexual orientation, genetic information, physical or mental disability, military status or any other characteristic protected under federal, state, or local law.

In addition to complying with all applicable laws, Okland also has a strong corporate commitment to inclusion.