Project Assistant
1 week ago
Responsibilities
Responsibilities and Essential Duties include the following (other duties may be assigned):
* Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.
* Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
* Assist PM or project accountant with creating project in Project Data Management (PDM) software
* Assist with electronic job start up
* Assist with obtaining insurance, permits, licenses and jobsite mobilization
* Act as the lead in ensuring that a Notice of Commencement has been filed
* Create and maintain all electronic project files
* Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
* Assist project team with the creation and management of construction documents (drawings / spec logs, RFI's)
* Assist project team with submittal management process
* Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
* Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)
* Assist project management team with change order management process
* Assist team with material status tracking on subcontracts and purchase orders- create logs, coordinate delivery dates, etc.
* Receive, track and coordinate with accounting on Sales & Use Tax
* Act as a liaison between other departments (JSA's, accounting, document coordinators, etc.) and the
* project team to fulfill project needs
* Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
* Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
* Research status of pay applications and invoices in JD Edwards
* Assist in preparing and distributing owner billing
* Prepare, distribute and manage closeout documentation required by contract
* Verify that all electronic project files are complete and ready for storage
* Assist in distributing final job reports
* Enter employee time in JD Edwards system
Education - Skills - Knowledge - Qualifications & Experience
* Bachelor's degree preferred
* Minimum of one year of work experience in an office environment
* Strong verbal and written communication skills
* Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
* Working proficiency in Bluebeam strongly preferred
* Aptitude to learn new computer applications and software
* Excellent customer service skills
* Positive attitude
* Proven self-starter
* Detailed oriented with the ability to recognize discrepancies
* Ability to work in a team environment as well as independently
* Must thrive in a fast-paced work environment
* Ability to successfully prioritize multiple tasks with competing deadlines
* Ability to maintain a high level of confidentiality
* Obtain notary certification in applicable county
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