Project Management Assistant; PMA)

The Project Management Assistant is responsible for assisting the Project Manager and Superintendents with facilitating project-related tasks, communications, organization, and documentation support within all phases of a project life cycle.

• Assist Project Managers with bidding processes, such as attending preconstruction meetings, bid lettings, and bid running.
• Assist with project setup in Net Suite, Sharefile, and Procore, including schedules, team members, WBS, procurement, and subcontract management.
• Assists Project Managers with all other requested areas of project coordination, including by not limited to, attending project meetings as assigned, and recording and distributing minutes of such meetings.
• Maintains uniform project correspondence procedures and style practices within the flow of communication to projects.
• Assist in the development, maintenance and distribution of project schedules.
• Stores and files into company folders both hard and digital copies of all tracked and maintained construction documents throughout all phases of every project in Procore, Net Suite, and Sharefile.
• Act as a liaison between Architects, Project Managers, Clients, Superintendents, Subcontractors, and Suppliers referring questions to Project Managers and Superintendents as needed.
• Support with month end billings to clients, including collection of subcontractor billing/pay application.

• Assembles, populates and regulates projects within Submittal Exchange & Procore and/or within in-house structured templates.
• Logs, tracks and maintains the flow of construction documents for all projects, including approval Submittals, RFI’s, RFP’s, ASI’s, Inspection/Observation Reports, Change Orders, Schedules, Closeout Documents and Punch Lists.
• Maintains the approval procedure for submittals, RFP’s and Change Orders.
• Administers hard copies and emails digital copies of all tracked and maintained construction documents to project superintendents.
• Solicits logs and compiles information for O&M manuals, As-Built Drawings and closeout documents.
• Reviews and compares approval submittal data to project specifications.
• Assembles and distributes O&M manuals/As-Built Drawings and manages flow of approval procedures.

• Organizational skills
• Flexibility, reliability and the ability to focus
• Ability to prioritize and manage multiple projects.
• Strong and effective verbal and written communication skills required to correspond with Architects, Operations Managers, Project Managers, Clients, Superintendents, Subcontractors and Suppliers
• Customer/Client focus
• Problem solving/conflict resolution skills
• Team oriented
• Demonstrated proficiency in Microsoft Office Suite, Internet, Email and Project Management programs.

• An equivalent combination of education and experience sufficient to successfully perform the essential job duties and responsibilities.
• High School/GED or equivalent

• This position is located in a typical office setting, but activities occur inside and outside.
• Must be able to operate a computer and other office equipment.
• Must be able to remain sedentary 75% of the time; walking, standing, stooping and kneeling are required occasionally.
• Job site visits are required, so must be able to move about outdoors on foot to accomplish tasks, particularly on job site with unfinished and uneven surfaces.
• Must be able to express or exchange ideas by means of the spoken word and be able to receive detailed information through oral communication.
• Use of hands to finger, handle or feel; reach with arms and hands
• Occasionally lift and/or move up to 25 pounds.