Project Assistant

Job Summary

The Project Assistant provides administrative assistance to the Project Managers and the Estimators to make them as productive as possible, resulting in the company taking maximum advantage of its revenue opportunities.

Basis of Evaluation

The performance of the Project Assistant will be evaluated on the following criteria:

• Comprehensive management of project files and organizational skills.
• Assist Project Manager in the timely invoicing per the project schedules.
• Accurate and comprehensive tracking of change management through ComputerEase.
• Completion of close out procedures promptly after substantial completion.
• Timely completion and disbursement of meeting minutes as outlined in Duties and Responsibilities section.

Duties and Responsibilities

Estimating and Bid Activity

• Maintains and keeps the Bid Log current (inclusive of bid dates, customer contact information, and other relevant information).
• Updates Bid Logs with all proposal and bid information, inclusive of proposal amounts and profit percentages, once the bid is turned in.
• Makes arrangements to obtain files, generate copies of drawings, specifications and other material available to bidders, as directed by the Estimator assigned to the bid.
• Works with Estimator to develop and maintain supplier and subcontractors bidder’s lists, and stays in constant contact to ensure bidding intentions.
• Supplies all vendors with bid documents and specifications, including addendums to bid packages.
• Obtains all necessary supplemental documentation to be sent with the bid or proposal.
• Keeps all bid documentation and information organized in project files as set forth in company’s SOPs.
• Assists Estimator in development and actual submission of bid and proposals.

Preconstruction Activity

• Participates in the internal Turnover Meetings, as defined in the Grae-Con SOP manual, and keeps meeting minutes. Post the meeting, distributes meeting minutes and notes to all attendees.
• Prepares client credit request letters as directed by the President and/or Vice President, monitors return of requested information and submits to the President for approval.
• Prepares subcontracts and office generated purchase orders per Project Manager’s direction.
• Maintains a system to ensure timely receipt of job-specific insurance certificates, current tax exemption certificates, and other related documentation.
• As appropriate or instructed by the Project Manager, assists in ensuring that all project contracts and subcontracts are executed before work begins.
• Works with the Project Manager to assist with ensuring that all permitting requirements are obtained.
• Works with Estimator and Project Manager to develop schedule of values, and directly responsible for drafting said schedule of values.

Change Management

• Assists the Project Manager in producing, and issuing Request for Changes (RFCs) per Company SOPs.
• Ensures that RFCs are properly entered into the ComputerEase system and tracked for reply. Assists Project Manager with follow-ups on all past-due replies from owners.
• Invoicing
• Prepares monthly billing requisitions based upon instructions supplied by the Project Managers, billing instructions included in the project setup documentation, and Company SOPs.

Scheduling, Meetings, and Document Control

• Assembles and types submittals, RFIs, and other project related communications.
• Assists in managing submittal and shop drawing submission process to help Project Manager ensure on-schedule completion.
• Assists Project Manager in managing RFI submission process to ensure prompt response.
• Monitors receipt of daily and weekly field report for the Project Manager, and maintains in project files as outlined in SOPs.
• Ensures the proper administration and filing of project documentation, including the project contract, shop drawings, submittals, correspondence, specifications, purchase orders and other related project documentation per company SOPs.
• With the Project Manager, assists in preparing meeting minutes related to the weekly subcontractor coordination meetings.

Close-Out

• Assembles project close out documentation and as-built drawings for submission as directed by the Project Manager and per Company SOPs.
• Assists the Project Manager in managing Project Close-Out punch-list items.
• Attends Post Project Review Meeting and drafts / distributes meeting minutes.

General

• Archiving of project files in accordance with Company SOP.
• Acts as the “conscience” of the project management function to help ensure that administrative activity is completed timely and smoothly.
• Performs other duties as necessary to support efficient estimating and project management operations.
• Maintains professional, ethical, moral, and cooperative relationships with coworkers, subcontractors, vendors, engineers, architects, and clients.
• Complies with corporate policies and procedures.

Subordinates

None

Qualifications

• High School Diploma
• Associate Degree in Business related field is preferred
• 5 years of administrative experience in a contracting environment
• Competency in computer software used in project administration (i.e. Microsoft Office)
• Excellent organizational and communication skills.
• Ability to create and maintain cooperative team building relationships.
• Innovation / Integrity
• Ability to meet deadlines and work under pressure

Job Type: Full-time

Pay: $32,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person