Project Assistant

Project Assistant

We are looking for a Project Assistant to support construction operations by keeping documentation accurate, communications organized, and daily project activities moving forward. This contract position with permanent potential is based in Waukesha, Wisconsin, and offers the opportunity to work closely with project leaders, field teams, vendors, and subcontractors throughout the life of each project. The ideal candidate brings strong administrative skills, attention to detail, and the ability to manage multiple priorities in a fast-paced project environment.

Responsibilities:

• Coordinate daily administrative activities for project teams, including meeting scheduling, calendar support, correspondence preparation, and follow-up on action items.
• Maintain organized project records by managing contracts, submittals, change documentation, RFIs, permits, and related construction files throughout each phase of work.
• Assist with project startup tasks and keep project management systems updated with current information, documentation, and status changes.
• Create and distribute spreadsheets, reports, meeting notes, and routine project updates to support informed decision-making.
• Serve as a communication hub between internal departments, clients, subcontractors, suppliers, and field personnel to help keep work progressing smoothly.
• Support purchasing and payment-related administration by processing purchase orders, tracking invoices, collecting lien waivers, and organizing vendor paperwork.
• Track key deadlines and submission requirements to help ensure documentation is completed accurately and delivered on time.
• Provide administrative support for budget monitoring, expense reporting, and job cost updates as requested by project leadership.
• Handle sensitive company, client, employee, and project information with professionalism and discretion.
• Participate in occasional site-related coordination or visits when project needs require additional administrative support.