Project Assistant

Job Title:

Project Assistant

Job Description

The Project Assistant provides comprehensive administrative support throughout the construction project lifecycle for a large data center project in Mesa, AZ. This role supports project engineers, project managers, and superintendents from concept through close-out by managing project documentation, coordinating contracts and certified payroll, and ensuring timely, accurate project administration. The position is ideal for an organized, detail-oriented professional who enjoys working in a fast-paced construction environment and is looking for opportunities to grow and advance.

Responsibilities

+ Set up new projects and create complete job books for the project team, ensuring all required documentation is organized and accessible.

+ Request new vendor setups, communicate the need for W-9 forms to vendors, and follow up to ensure timely completion.

+ Follow up with subcontractors to confirm all contracts are fully executed and all required documents are on file to support the project close-out process.

+ Transcribe and prepare construction documents such as meeting minutes, project correspondence, contracts, change orders, purchase orders, and other project records.

+ Prepare and issue subcontracts, purchase orders, and change orders in coordination with the project team.

+ Order prints, construction plans, and drawings, and ensure the project team has current and accurate documents.

+ Create, modify, and maintain owner contracts using AIA software, ensuring consistency and compliance with project requirements.

+ Post and update bid documents in Smart Bid Net  and other designated platforms to support the bidding process.

+ Prepare monthly owner billings accurately and on schedule in coordination with project stakeholders.

+ Assemble, prepare, and submit certified payrolls, and review prevailing wage determinations as needed to support compliance requirements.

+ Notarize project documents as needed to support project administration and contractual obligations.

+ Assist with special projects and ad hoc tasks as requested by the project team and leadership.

+ Act as a backup receptionist by answering phones and performing front office reception and administrative duties when needed.

+ Perform data entry, meeting scheduling, and general project coordination tasks to keep projects running smoothly.

+ Provide consistent administrative support for construction operations from project concept through completion.

+ Other duties and responsibilities as assigned to support project and office operations.

Essential Skills

+ High school diploma or equivalent.

+ At least 2 years of experience in an administrative support role in a professional office environment.

+ Minimum 1 year of experience working with certified payroll in the construction industry.

+ Proficiency with Microsoft SharePoint.

+ Proficiency with Microsoft Office Suite, including Word, advanced Excel, PowerPoint, and Outlook.

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Experience with project coordination, project administration, and project scheduling support.

+ Strong data entry skills with high accuracy and attention to detail.

+ Strong written and verbal communication skills, including clear and professional phone communication.

+ Strong customer service focus and commitment to supporting internal and external stakeholders.

+ Ability to take direction while also working independently and managing priorities.

+ Ability to take initiative, identify issues, and contribute to solutions.

+ Ability to interact professionally with all levels of the organization.

+ Strong organizational skills with the ability to manage multiple tasks and meet deadlines.

+ Punctuality and reliability, with a consistent record of being on time.

Additional

Skills & Qualifications

+ Associate degree preferred.

+ Industry experience in construction administration or a related field preferred.

+ Working knowledge of Bluebeam preferred.

+ Working knowledge of Vista (Viewpoint Construction Software) preferred.

+ Experience using AIA Contract Documents or AIA software preferred.

+ Notary commission or willingness to become a notary.

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Experience with Smart Bid Net  or similar bid management platforms is…