Project Assistant

Job Description Summary:
Provide administrative support to project management team (may be one or more people) for a construction project, or other specified project or department.

Job Description:
POSITION RESPONSIBILITIES AND DUTIES:

- Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant

- Answer phones - screen/handle routine items and direct calls as appropriate

- Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor’s attention

- Assist with travel arrangements, planning itineraries and scheduling meetings

- Arrange catering and assist with event planning

- Assist with administration of office/jobsite facilities, as assigned

- Maintain inventory of office supplies and materials, and order or purchase as needed

- Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature.

- Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files.

- Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements

- Order and distribute plans

- Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.

- Coordinate with corporate prequalification department on subcontractor information submissions and renewals;

- Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting

- Follow job close-out procedures including archiving project plans and files

- Ability to obtain Notary Public certificate for the State of Oregon or South Carolina

- Process new Client/Business Partner setup into cost management system

- Complete other responsibilities as assigned

MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:

- High School Diploma or the equivalent combination of training and experience or ability to demonstrate proficient use of computer programs.

- Ability to keyboard 45 wpm accurately

- Possess a valid driver’s license

- Working knowledge of general office procedures and office machines

- Proficient in English verbal communication skills, including professional telephone manner

- Reliability, dependability, and flexibility