Assistant Project Manager

4 weeks ago

San Francisco, United States Clayton Timbrell & Company, Inc. Full time

We are a leading residential general contractor in San Francisco, dedicated to delivering high-quality projects on time and within budget. We pride ourselves on our attention to detail, superior craftsmanship, and commitment to customer satisfaction.


We seek an organized and proactive Administrative and Project Management Assistant to join our Special Projects Division. This role will provide crucial support in writing and processing RFIs, scheduling and logging tasks, administrative assistance, billing support, contacting subcontractors, and process management. The ideal candidate will have experience in vendor management, a positive attitude, and a strong organizational skill set.


Key Responsibilities:

  • Writing and Processing RFIs:
  • Draft and manage Requests for Information (RFIs) to ensure clarity and accuracy.
  • Track and follow up on RFIs to ensure timely responses and resolutions.
  • Scheduling and Logging of Tasks:
  • Assist in creating and maintaining project schedules.
  • Log daily tasks and project milestones to ensure timely completion and accountability.
  • Administrative Assistance:
  • Perform general administrative duties including filing, data entry, and document preparation.
  • Manage phone calls, emails, and other correspondence effectively and professionally.
  • Billing Support:
  • Assist in preparing and processing invoices.
  • Support the billing process by ensuring accurate and timely submissions.
  • Contacting Subcontractors:
  • Communicate with subcontractors to coordinate schedules, deliverables, and project requirements.
  • Maintain up-to-date contact information and ensure smooth communication channels.
  • Process Management:
  • Support the implementation and improvement of project management processes.
  • Ensure all project documentation is complete, accurate, and organized.
  • Division Expansion:
  • Develop and implement new processes and systems to support the expansion of a new division within the company.
  • Collaborate with team members to identify opportunities for growth and improvement.


Experience and Skills Required:

  • Experience in Vendor Management:
  • Proven experience in managing vendor relationships and contracts.
  • Ability to negotiate and coordinate with vendors and subcontractors effectively.
  • Organized:
  • Exceptional organizational skills with the ability to manage multiple tasks and deadlines.
  • Detail-oriented and proactive in identifying and solving problems.
  • Yes Attitude:
  • Positive, can-do attitude with a willingness to take on new challenges.
  • Ability to work collaboratively in a team environment and adapt to changing priorities.


Qualifications:

  • High school diploma or equivalent; associate’s or bachelor’s degree preferred.
  • Minimum of 2 years of experience in administrative and project management support roles, preferably in the construction industry.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software.
  • Excellent verbal and written communication skills.
  • Strong problem-solving abilities and attention to detail.


Benefits:

  • Competitive salary
  • Health, dental, and vision insurance
  • Paid time off and holidays
  • Opportunities for professional development and growth


We are an equal opportunity employer and welcome applications from all qualified individuals.

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