Project Management Specialist

1 week ago

Pittsburgh, Pennsylvania, United States Acclaim Recruiters Full time
Job Overview

REPORTING TO: Project Support Manager

ROLE SUMMARY:

As a Project Management Specialist, you will be instrumental in facilitating the successful execution of multiple complex projects from inception to completion. This role includes the mentorship and guidance of junior project coordinators and assistants, ensuring a collaborative and efficient project environment.

KEY RESPONSIBILITIES:

1. Project Coordination and Administrative Support:

  • Effectively manage and oversee all project coordination activities, including the submission of RFIs, submittals, and various communications throughout the project lifecycle.
  • Provide comprehensive administrative support to the team, including data entry, filing, and maintaining accurate records.
  • Prepare detailed reports and updates for project managers and stakeholders.
  • Collaborate with subcontractors, suppliers, and other project stakeholders to ensure seamless project execution.
  • Mentor and support junior project coordinators and assistants in their professional development.

2. Time Management:

  • Oversee the entry and approval of time for assigned projects and personnel.

3. New Hire Documentation:

  • Manage the filing and submission of new hire paperwork.

4. OCIP Documentation:

  • Coordinate and complete necessary OCIP paperwork.

5. Document Management:

  • Organize and maintain all project documentation, including contracts, drawings, permits, correspondence, and photographs.
  • Ensure that all project documentation is accurately filed and readily accessible to team members.

6. Communication Facilitation:

  • Enhance communication among project team members.
  • Schedule meetings, prepare agendas, and take minutes as required.
  • Assist in drafting correspondence, reports, and presentations related to project progress.

7. Quality Assurance:

  • Support quality control processes by ensuring all documentation and filing of required items are completed accurately.
  • Assist in conducting inspections and audits of project documentation to verify compliance with quality and safety standards.

QUALIFICATIONS:

  • High school diploma or equivalent; additional education or training in project management or electrical engineering is advantageous.
  • Prior experience in a similar role within the electrical contracting or construction industry is preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
  • Strong organizational skills with meticulous attention to detail.
  • Excellent written and verbal communication skills.
  • Strong analytical and problem-solving abilities.
  • Ability to thrive in a fast-paced environment and prioritize tasks effectively.
  • 5+ years of proven experience in project coordination within the electrical contracting or similar industry.
  • Familiarity with electrical systems, terminology, and construction processes.

CORE ACCOUNTABILITIES:

  • 30% - Assisting Project Managers.
  • 10% - Completing Time Entry.
  • 20% - Document Management.
  • 10% - Various data entry tasks.
  • 30% - Mentoring junior staff.

PHYSICAL REQUIREMENTS:

  • Ability to sit for extended periods.
  • Must be able to stand, bend, lift, and move intermittently.
  • Ability to withstand prolonged exposure to a computer monitor.
  • Ability to carry up to 20 pounds.

TRAVEL REQUIREMENTS:

This position is hybrid, requiring occasional travel to the local office for training and meetings.

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