Project Assistant

Job Description

Summary:

To provide administrative support to project management team (may be one or more people) for construction project, or other specified project or department.

Job Description:

POSITION

RESPONSIBILITIES AND DUTIES:

* Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant

* Answer phones - screen/handle routine items and direct calls as appropriate

* Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor's attention

* Assist with travel arrangements, planning itineraries and scheduling meetings

* Arrange catering and assist with event planning

* Assist with administration of office/jobsite facilities, as assigned

* Maintain inventory of office supplies and materials, and order or purchase as needed

* Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor's signature.

* Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files.

* Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements

* Order and distribute plans

* Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.

* Coordinate with corporate prequalification department on subcontractor information submissions and renewals;

* Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting

* Follow job close-out procedures including archiving project plans and files

* Process new Client/Business Partner setup into cost management system

* Complete other responsibilities as assigned

MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:

* High School Diploma or equivalent

* Ability to keyboard 45 wpm accurately

* Possess a valid driver's license

* Working knowledge of general office procedures and office machines

* Proficient in English verbal communication skills, including professional telephone manner

* Reliability, dependability, and flexibility

* Currently possess or ability to obtain Notary Public for the state of facility location within 6 months from the employment start date