Project Assistant

2 weeks ago

Lexington, United States Wehr Constructors Inc Full time
Job DescriptionJob Description

General Purpose: This position is responsible for supporting and assisting the Project Management Team in coordinating and executing our various construction projects in a timely manner.

Essential Duties and Responsibilities:

  • Prepares and efficiently manages all project file documents, including digital file management and ensuring the following are sent in a timely manner: Submittals, Requests for Information, Subcontracts, Contracts, Letters of Intent, WRC’s, Purchase Orders, Change Orders, AIA documents and Close-Out documents
  • Professionally and effectively communicates with between Project Managers, Subcontractors, Owners, etc. to include: Receiving and following up on email or phone calls and other methods of communication promptly
  • Logs and files daily reports of activities (log of daily work) for various projects and reaching out to Superintendents for clarification or when more information is needed
  • Handles the overall bid process to include: Assisting with invitations to bid, preparing and distributing bid manuals to include typing of and editing manuals specific to each job, set-up and management of Building Connected Software, collecting, organizing and centralizing bids files for the Project Managers, coordinating lunches as needed
  • Schedules, copies, distributes and assembles progress meeting minutes, logs, agendas, blueprints, shop drawings and specifications. Attends progress or pre-bid meetings on a as needed basis
  • Obtains closeout documents for Project Finalization (typically begins several months before a project is due to end), scans all documents and electronically saves and sends to the owner
  • Cross-trains and assists other Project Assistants as needed
  • This position is one of many positions that is responsible for the rotation schedule of covering the front desk Receptionist area for breaks and time off
  • May perform other duties and responsibilities as assigned by Management


Supervisory Responsibilities: This position has no supervisory responsibilities.

Education and/or Experience: This position requires a High School Diploma or general education degree (GED); three to six months related experience and/or training; or equivalent combination of education and experience preferred.

Language Skills: This position requires the ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills: This position requires the ability to add and subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: This position requires the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Certifications: None required.

License: None required.

Most vital competencies for this role:

  • Customer Service
  • Teamwork
  • Ethics
  • Attendance and Punctuality
  • Professionalism
  • Quality
  • Multi-tasking and Prioritizing

Other competencies needed for this role:

Promotes a harassment free environment; Focuses on solving conflict, not blaming; maintains confidentiality; Listens to others without interrupting; remains open to others ideas and tries new things; Edits work for spelling and grammar; Able to deal with frequent change, delays, or unexpected events; Follows instructions and responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan; Asks for and offers help when needed; Displays willingness to make decisions; Demonstrates persistence and overcomes obstacles; Uses time efficiently; Sets goals and objectives; Reports potentially unsafe conditions.

Physical Demands: This position rarely requires standing, climbing or balancing, stooping, kneeling, crouching or crawling. This position sometimes requires walking. This position frequently requires sitting, the use of hands to finger to handle or feel, reaching with hands and arms and talking/hearing.

This position frequently requires lifting up to 10 pounds and rarely requires the lifting up to 25 pounds.

Close vision, distance vision, peripheral vision, depth perception and the ability to adjust focus with eyes are all important components of this job.


Work Environment: This position sometimes requires working near moving mechanical parts, to include computers, printers, and various office equipment. The noise level is considered moderate (business office with computers and printers).

Additional Information: This position requires the use of the following software programs: Bluebeam, Primavera or Microsoft Project, On-Screen Takeoff, Viewpoint, Building Connected, Microsoft Office, Adobe Acrobat, E-Comm, E-Builder, Drop Box or similar program such as ShareFile, New Forma and other digital equipment.


Travel: This position will require travel of 10% or less of the time.

Disclaimer: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities at any time.

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