Project Management Admin

2 months ago

Tualatin, United States Ultimate Staffing Full time

Our client, one of Portland's top employers has engaged our firm in their search for an Administrative Assistant to join their project management team. This position is responsible for supporting the Project Managers by handling all project administrative tasks including document production, file management, and compliance verification.

Essential Duties

  1. Generates, reviews, notarizes, and distributes monthly Owner billings.
  2. Generates, completes, and assembles AIA contract documents.
  3. Reviews, generates, and distributes subcontracts.

Job Title: Construction Project Management Administrative Assistant

Compensation: $22/hour - with excellent benefits upon conversion

Location: Tualatin, OR

Job Duties -

  • Generates, reviews, notarizes, and distributes monthly Owner billings including any owner-requested documentation such as lien waivers.
  • Generates AIA contract document change orders and Owner contracts; enters information provided by the project team; assembles the complete document, including any additional backup documentation necessary; and distributes to the appropriate parties for execution.
  • Logging and tracking of outstanding AIA contract documents, including reaching out to Architect & Owner for signed documents.
  • Reviews, generates, and distributes subcontracts; including following up with subcontractors who have outstanding items and referring any agreements returned with alterations for negotiation.
  • Reviews subcontractor compliance before issuing contract documents; including CCB license, SOS license, public works bonds, etc.
  • Reviews, assembles and distributes weekly meeting packets to design and construction teams. Upload meeting packets to Team.
  • Creates, edits, and distributes project proposal letters.
  • Review and format construction schedules (Microsoft Project).
  • Notarizing for company, as needed.
  • Issuing Contractor Qualification Statements & Current & Completed Project Lists.
  • Reviews and edits all change proposals for PMs to present to Owners.
  • Verifies preliminary notice information for lower tier subcontractors as requested.
  • Generates subcontract void letters, distributes via e-mail.
  • Reviews specification manual and assembles closeout document requirements to be distributed to Subcontractors. Assembles electronic operation and maintenance manual and general contractor warranties and project documentation.
  • Team & VP set up of new projects, including inviting project team members and tracking acceptance of program.
  • Issuing appropriate MSA or MPO agreements to new subcontractors.
  • Reviews, edits and distributes notices to proceed agreements to subcontractors.
  • Upload and review project drawings and revisions as directed by PM.
  • Reviews, formats, and distributes punch list items to all subcontractors.
  • Works collaboratively in a team environment with a spirit of cooperation.
  • Respectfully takes direction from Lead Assistant Project Manager.
  • Maintains punctual, regular, and predictable attendance.
  • Maintains a professional appearance and demeanor.
  • Other duties as assigned.

Requirements - What Matters Most

  • High School Diploma or GED. One-year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
  • Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
  • Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.
  • Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve/backup important data.
  • Exhibits good listening and comprehension.
  • Varies communication style to meet needs.
  • Establishes and maintains effective relations.
  • Offers assistance and support to co-workers.
  • Works cooperatively in group situations.
  • Contributes to building a positive team spirit.
  • Supports others' efforts to succeed.
  • Able to deal with frequent change, delays, or unexpected events.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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