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Project Management Assistant

2 months ago

Haverhill, Massachusetts, United States SERVPRO of HaverhillNewburyport Full time
Job Overview

Position: Project Management Assistant

We are in search of a dedicated multi-tasker who possesses exceptional analytical and interpersonal abilities, is detail-oriented, and demonstrates self-motivation. If this describes you, you will excel in our dynamic work environment. Our ideal candidate is someone who genuinely enjoys delivering outstanding service, is highly reliable, and is enthusiastic about consistently surpassing expectations.

The Project Management Assistant plays a vital role in the Office & Production setting. You will provide essential support to the Project Manager while ensuring meticulous organization and documentation of both digital and physical project files. Effective communication with various stakeholders is crucial, ranging from clients to insurance adjusters, project managers, and production staff. As a Project Management Assistant, you should feel at ease engaging with stakeholders throughout all phases of the project.

Key Responsibilities
  • Assist the Project Manager as required
  • Coordinate subcontractor visits following the Project Manager's guidance
  • Maintain an up-to-date, comprehensive, and precise digital and physical project file
  • Track job file work-in-progress status
  • Ensure compliance with insurance requirements
  • Review and confirm initial field documentation
  • Prepare preliminary estimates
  • Keep detailed and accurate status notes and data points within the system
  • Communicate changes in scope, scheduling, and approvals to adjusters and/or clients as directed by the Project Manager
  • Facilitate internal and external communications
  • Generate job file reports
  • Complete and review job file documentation for final submission and audit processes
  • Conduct job file audits
  • Oversee job close-out procedures, including invoicing
Qualifications
  • Minimum of 2 years of administrative or office-related experience
  • Experience in writing estimates, job file processes, and quality assurance is advantageous
  • Background in the service industry is a plus
  • Familiarity with the insurance sector is beneficial
  • Exceptional written and verbal communication skills, including proper grammar and a consistently courteous and professional demeanor
  • Polite, confident, and outstanding customer service abilities, including effective listening and questioning skills
  • Ability to maintain composure and professionalism in high-pressure situations
  • Strong organizational skills and keen attention to detail
  • Highly self-motivated and goal-oriented
  • Capability to manage multiple tasks simultaneously
  • Aptitude for working in a fast-paced, team-oriented office environment
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel)
  • Willingness to learn new software, including industry-specific applications
Work Schedule

Full-time position, Monday to Friday, with flexibility to work overtime as needed.

Compensation and Benefits
  • Hourly wage of $25
  • Paid holidays and vacation/sick leave
  • 401K with company matching
  • 50% employer-covered health insurance
  • Milestone bonuses for long-term employees
  • Employee referral program