Project Manager Assistant

Job Summary:

RA Holdings Group dba AIM Services is seeking a Project Manager Assistant that's responsible for administrative tasks associated with contract work, in charge of accounts payables and receivables for the branch and assisting the operations managers on daily tasks.

• Maintains the backlog and is the only seat (besides the Regional Director) which makes changes to the backlog.
• Sets up and manages projects and change orders within Foundation Software.
• Maintains resumes of key personnel.
• Maintains office electronic signatures.
• Works with the Chief Estimator, Project Manager, PMs, & gain approval from RD to process contracts.
• Enters project start-up detailed information into FieldFLO.
• Manages FieldFLO manpower scheduling for Operations Manager.
• Create work packages with necessary project information for Operations.
• Works with the Assistant Operations Manager to submit subcontractors/vendors for project security access.
• Responsible for job submittals and for maintaining submittal files.
• Submit and maintain asbestos notifications. Notifies PMs and operations of changes and pending expirations.
• Submits and maintains Miss Utility tickets.
• Assists PMs with obtaining permits, certificates of warranty, and other project administrative requirements.
• Administers the accounts receivable (A/R) policy in the branch. Processes and records of invoice payments.
• Assists the managing the WIP process in the branch.
• Answers office phones when the Branch Administrator is unavailable.
• Maintains shared files. Ensure shared file folders are organized and not cluttered.
• Assists in recordkeeping at the branch level as assigned by the Branch Administrator.
• Responsible for bid file and project file recordkeeping at the branch level.
• Understands and complies with the requirements of company IT and cybersecurity policies.
• Participates in backlog meeting.
• Works with the Chief Estimator/Project Manager and SPMs/PMs to invoice customers. Maintains the invoice log. Reconciles the invoice log, the backlog, the invoice rec, and the income statement each month.
• Works with the PMs to ensure the timely collection of current accounts receivable (31-60 days). Notifies the Chief Estimator/Project Manager and Branch Administrator of collections past 60 days.
• Updates 4330 forms for AB, PB, mold and demo.
• Other administrative duties that may be assigned.

• Minimum of 3 years of experience supporting construction projects in a Project Coordinator, Construction Administrator, or similar role.
• Someone ideally coming from construction but not a necessity.
• Experience with construction accounting, contract administration, project documentation, invoicing, and project closeout activities preferred.

• Experience using Foundation Software, FieldFLO, or similar construction management software highly desirable.
• Strong understanding of commercial and/or federal construction project processes preferred.