Project Assistant

Responsibilities:

• Provide day-to-day administrative support to the project management team, including correspondence, scheduling, catering, business cards, mail, and meeting coordination.
• Prepare expense reports and arrange travel using Concur Travel and Expense.
• Assist in project setup through Project Data Management (PDM) software and electronic job startup systems.
• Coordinate insurance, permits, licenses, jobsite mobilization, and ensure filing of Notice of Commencement.
• Create, organize, and maintain all electronic project files.
• Prepare, distribute, and manage contracts, purchase orders, change orders, and other project documentation in management systems and DocuSign.
• Support management of construction documents, including drawings, specifications, RFIs, and submittals.
• Track subcontractor compliance, including business licenses, safety documents, and SDP enrollment, as well as bonds (if required).
• Monitor material status on subcontracts and purchase orders—maintaining logs and coordinating delivery schedules.
• Receive, track, and coordinate Sales & Use Tax with accounting.
• Review, code, and distribute subcontractor pay applications, lien waivers, and invoices (overhead, material, miscellaneous) for approval.
• Research payment and invoice status in JD Edwards; assist with owner billing preparation and distribution.
• Support project closeout by preparing and managing contract-required documents, ensuring files are complete for storage, and distributing final job reports.
• Enter employee time in JD Edwards.

• Coordinate and implement events such as office socials, client activities, fundraisers, town halls, community events, and holiday parties.
• Consult with management to determine objectives and preferences for events.
• Manage and maintain financial budgets for each event.
• Manage front desk responsibilities: answering phones, greeting guests, accepting/distributing mail and packages (including occasional deliveries to jobsites).
• Coordinate parking garage access, employee key cards, and maintain active project/job number lists.
• Keep office common areas tidy, oversee conference room calendars, and proactively coordinate meeting needs, including catering and AV/IT support.
• Arrange office and project-related travel: flights, hotels, rental cars, and transportation logistics.
• Order, maintain, and organize office supplies; manage copier repair/maintenance.
• Provide IT support for new employees, interns, and meetings (AV setup, equipment assistance).
• Plan and support events such as office socials, client activities, community events, and holiday parties.
• Act as liaison with the building owner to resolve office-related needs and issues.

Education - Skills - Knowledge - Qualifications & Experience:

• Bachelor’s degree preferred
• Minimum of one year of work experience in an office environment
• Strong verbal and written communication skills
• Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
• Working proficiency in Bluebeam strongly preferred
• Aptitude to learn new computer applications and software
• Excellent customer service skills
• Positive attitude
• Proven self-starter
• Detailed oriented with the ability to recognize discrepancies
• Ability to work in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Ability to successfully prioritize multiple tasks with competing deadlines
• Ability to maintain a high level of confidentiality
• Obtain notary certification in applicable county