Project Assistant

1 month ago

Phoenix, United States Okland Construction Full time

PROJECT ASSISTANT

Okland is looking for an experienced administrative professional, someone who thrives in a dynamic environment and is skilled at juggling multiple tasks efficiently. The Project Assistant will be pivotal in supporting day-to-day operations, managing administrative tasks, and ensuring smooth business functions such as calendar management, project coordination, and answering calls and emails.

ESSENTIAL DUTIES

* Responds to all incoming phone calls and emails.


* Document handling: copies, faxes, scans, and files forms, documents and other correspondence.


* Sends new hire orientation information for onboarding to new employees.


* Responsible for welcoming new employees by providing arrival instructions and assisting with safety orientation.


* Oversee conference meeting room schedules.


* Responsible for maintaining Meeting Minutes: Responsible for taking detailed and organized meeting minutes for all Subcontractor Coordination and Owner/Architect/Contractor Meetings. Inputs all meeting data into Prolog Manager and generates weekly meeting minutes to be distributed to all involved parties.


* Orders all necessary office supplies.


* Digital Plans - Responsible to update, filing, all digital drawings using BlueBeam software. This includes retrieving necessary changes from FTP site and filing in correct location; extracting individual changed documents (i.e., DWGs/Specs); and updating digital set with new documents. Posts all RFI's to digital plan set and hyperlinks RFIs/Specs/DWGs.


* Document updates - Responsible for maintaining Project Manager's, Superintendent's, and Field's set of hard copy plans and specifications with all changes and RFI's.


* Manages the File Transfer Protocol to ensure all related documents are stored correctly and posted for subcontractors to retrieve from the FTP site.



EDUCATION/EXPERIENCE REQUIREMENTS

* Must have high school diploma.


* Previous experience in the construction environment is strongly preferred.



KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

* Experience supporting construction project management teams in administrative capacity


* Strong working knowledge of Microsoft Word and Excel.


* Demonstrated ability to 'think on your feet' and solve problems


* Can-do attitude with superior organizational skills and accuracy


* Advanced verbal and written communication.


* Ability to prioritize multiple tasks and be extremely organized.


* Ability to maintain confidentiality in all aspects of job responsibilities


* Work overtime to meet business requirements, as needed



WHY OKLAND?

* A people focused culture united by our shared values


* Progressive leadership


* Growth, training, and development opportunities


* Competitive salary rates


* Generous PTO


* Health, Life, & Disability Insurance


* 401k with company match


* Employee Recognition and Rewards


* Employee Referral Program


* Company Bonus eligibility


* A commitment to delivering the most remarkable experience for all stakeholders



Okland is an equal opportunity employer and considers all applicants for employment based on merit, competence, performance, and business needs. We do not discriminate on the bases of any status protected under federal, state, or local law. Applicants will be considered regardless of their race, color, sex, gender identity or expression, age, religion, creed, national origin, citizenship status, sexual orientation, genetic information, physical or mental disability, military status or any other characteristic protected under federal, state, or local law. In addition to complying with all applicable laws, Okland also has a strong corporate commitment to inclusion.

Notice to all Employment, Staffing & Recruiting Agencies and Recruiters: We please ask that you do not directly email, call or visit our hiring managers. Okland Construction does not accept unsolicited resumes and should any be received from a third party, they will not be considered, unless a signed agreement is in place. If you would like to discuss becoming a preferred staffing vendor to Okland Construction, please contact our recruitment team, who will advise you on the process.

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