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Project Management Assistant

4 weeks ago

Toledo, United States Fives Full time
Job Title: Project Management Assistant

About Fives Group
Fives Group, headquartered in Paris, France, is an industrial engineering group founded in 1812 that designs and supplies machines, process equipment and production lines for the world's largest industrial groups including the aluminum, steel, tube and pipe, glass, automotive, aerospace, logistics, cement and energy sectors. In 2018, Fives achieved sales of $2 billion with a team of close to 8,500 employees and a network of over 100 operational units in over 25 countries.

Responsibilities:
The following duties are typical of the position, but are not all encompassing. Responsibilities include those required to deliver quality service on schedule and within budget in a team environment.
  • Assists Project Managers with day-to-day administrative tasks.
  • Establishes and maintains project filing systems, including design and central project correspondence files.
  • Performs light typing assignments including transmittals, envelopes, labels, contracts, and forms in coordination with Information Processing. May provide backup support to Information and Specification Processing.
  • Coordinates printing, updating, and distribution of scope of work manuals and detail books for appropriate branch offices, as well as inter-branch communications for multi-branch projects.
  • Coordinates bulletin and addendum assembly and the coordination of printing and processing. Coordinates all printing, assembly, and distribution of construction documents being issued for bids. Coordinates title blocks for consistency.
  • Handles telephone communication with external customers relative to construction document distribution. May respond to, or initiate inquiries, from internal and external customers.
  • Assists with the preparation of permits and applications, including sealing and/or stamping drawings, for approvals and submittals.
  • Sets up and assists with maintenance of project scheduling, spreadsheets, construction cost estimates, databases, and reports.
  • Attends Administration meetings. May attend project meetings including start-up meetings.
  • .Administers the document transfer procedure. Works with Project Managers to screen and prepare job files for archiving and communicates such procedures.
  • May arrange for lunch and refreshments or prepare conference rooms for meetings.
  • May receive, process and distribute interoffice correspondence and incoming mail relative to project management. Assists Project Managers with the coordination and delivery of outgoing mail (e.g. faxes).
  • May initiate team coordination memos to communicate project issues or coordination problems.
  • May assist with training of new Project Management Assistants and/or new project team members to familiarize themselves with customer-specific procedures.
  • May travel to other offices and/or customer facilities for coordination purposes or to provide training.
  • Occasional travel may be required.
Qualifications:
  • Associate or Bachelor degree-tracked in business related field or high school diploma with minimum two (2) years of experience with data entry and various computer systems and software packages/programs.
  • Must type 55-60 wpm.
  • Must have good verbal and written communication skills.
  • Must possess strong organizational skills and be able to work in a deadline oriented environment.
Valid driver's license required. May be waived for international assignments. Benefits:
Hired employees will receive great benefits along with an extremely competitive compensation package. Benefits include Health, Dental, Vision, Life, Disability, Holidays, Personal Time Off and 401K with company match and more.

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