Project Manager/Administrative Assistant

2 weeks ago

Gastonia, United States Quinn Sales Inc. Full time
Job Description- Actively seeking a highly talented, experienced and motivated Project Manager Administrative Assistant for immediate employment in our growing Gastonia, NC office.

Main Job Tasks and Responsibilities:
  • Provide general administrative and clerical support to the Project Managers.
  • Assist in the coordination and management of basic and routine contract administration, proposals, purchase orders and subcontracts under the direct supervision and guidance of the Operations Manager.
  • Duties include processing contracts, COI’S (certification of insurance), work orders, purchase orders, change orders, RFI'S (request for information), submittals, closeouts and maintaining all logs.
  • Timely collection and organization of all documents pertaining to each project.
  • Participation in project planning and kick-off meetings.
  • Assist in facilitation of various production/operations meetings, maintain minutes / action items and perform basic follow-up as required.
  • Develop and implement systems and processes to manage and maintain all project related documents including pay-items, meeting minutes, project status update entries, and payment, and submittal logs (spreadsheets/logs).·         Compile a list of monthly billings from project managers and prepare monthly invoices in approved format per contract (AIA -formal invoice).
  • Maintain project folders for all ongoing and future projects, including a list of all required documentation, both electronically, hard copy and archive at completion.
  • Prepare Installer Warranties and assist with request and submittal of Manufacturer Warranties.
  • Maintain tracker of COR’s (change orders requests) for all ongoing projects; ensure they are processed in accordance with applicable contact documents.
  • Serve as liaison in obtaining required documentation from subcontractors and vendors.
  • Follow up with GC/owners of payment status and elevate payment issues as needed to the Controller.
  • Obtain and provide all additional support for project billings (e.g. waivers, lien releases, other contractual forms, etc.).
  • Prepare job setup request forms for the accounting system.
  • Support Finance as needed for request and ongoing monitoring of Bid Bonds/ P&P Bonds.
  • Assist Finance with project related reporting and status updates for internal and external users.
  • Enter monthly billings and change orders in the accounting system.
  • Assist Estimating with pre-qualification and bid preparation and bid submittal.
Minimum Requirements: 
  • 3+ years of experience in Construction Administration Role.
  • Strong use of Microsoft Office (Word, Excel, Project, etc.).
  • Ability to multitask and work efficiently in a fast pace environment.
  • Knowledge of computer project management software and hardware.
  • Determination and persistence.
  • The ability to trust their intuition with minimal supervision.
  • Good verbal and written communication skills.
  • Excellent leadership skills.
  • The ability to work well in a group setting.
  • Thorough attention to detail.
  • Empathy and situational awareness.
Compensation: 
  • Competitive salary based on experience and qualifications. 
  • Health, Vision, Dental, Long and Short Term Disability Insurance. 
  • 401K (After 1 year of service). 
  • Paid PTO and Holidays.  

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