Project Assistant

Job Duties/ Responsibilities: Subcontract Agreements: Prepare, distribute, track, and manage the subcontract agreement execution process, including: Request, track, collect, log, and file subcontract agreement compliance documents Prepare weekly or bi-weekly reports in each job of missing documents and compliance documents Prepares draft scope exhibit documents utilizing samples and templates. Follow up on open items and missing documents Set up Procore commitments, save documents, update statuses, and sync to ERP Procore Commitments (subcontracts) Collect Certificates of Insurance (COIs), verify compliance, request revisions, and collect outdated / updated COIs Assisting with working through mark ups and edits on Agreements Assist with DocuSign management Organize and maintain the scope exhibit library and related templates Procore Admin Tasks: Serve as the Procore “gatekeeper” for assigned projects, including: Adding companies, contacts, etc. to Procore and to jobs in Procore Assign permission templates to people in Procore, audit permission templates and permissions, and manage the permission process Coordinate with Accounting for proper set up of companies and vendors in Procore Upload Drawings and revisions to drawings in the Drawing Tool (including maintenance and QC) Upload Specifications and revisions to specifications in the Specifications Tool (including maintenance and QC) Upload Permits and other documents in Procore Enter, update, and manage general and information items on projects in Procore Update the job list, status, etc. on projects in Procore Assist with managing the Directory on projects in Procore. * Subcontract Change Orders: prepare, distribute, track, and collect executed subcontract change orders and save in Procore. Project Start Up: assist with project and jobsite start-up activities, including: Create and implement jobsite start-up packages for new projects (e.g., posters, safety equipment, signage, security cameras, supplies). Assist with tracking the construction start up list in Procore and help teams with tracking items Assist with security cameras and getting projects set up with camera service. Preparing misc. signage and door labels for projects. Project Closeout: assist with project and jobsite close out activities, including: Assist with tracking the closeout list in Procore and help teams with tracking items Assist with collecting final photos Prepare and send trade thank you notes when projects are completed Ensure all documents get filed in the project files Safety: Assist with safety items on jobsite; including: Collect safety reports and file Follow up with teams to resolve open safety items timely Assist with preparing and distributing the OSHA 300 log yearly Help CORE safety know when new projects start and get them team contact info. Warranty Items: assist with tracking, updating, reporting, etc. related to open items during a projects one year warranty period, including: Track open warranty item by project Prepare periodic reports for Owners on open items Follow up with the teams to close open items Run metrics and analytics on warranty items Assist with tracking and filing the maintenance audit reports Project Documentation and Reporting: prepare and send project reporting and metrics as it relates to the following: Schedules Submittals and Shop Drawings RFIs Daily Logs Observations Etc. Other Regular / Re-Occurring Tasks: Visitors: Greet visitors that come to the first-floor office space. Notary: Hold active Notary. Drone photos, arial photos, and videos on Projects: Schedule and coordinate drone photos, videos and arial photos on jobsites. Document filing: file, audit, and organize project documents. Meeting Minutes: taking, preparing, editing and distributing various meeting minutes. Misc. Errands: Run occasionally errands, pick up blueprints, etc. Office Pick Up / Organization: Help keep the office area / conference rooms clean, picked up, organized, etc. Project Status Meetings / Schedule Reviews: Assist with scheduling and logistics of these meetings as well as taking notes during the meetings. Templates / Guides / Checklists: Assist with preparing, updating, and maintaining company templates, guides, checklist and other documents for use on projects. Cross Training w/Administrative Assistant tasks: provide coverage for Administrative Assistant responsibilities as needed. Miscellaneous: Other duties as assigned to support a team-based work environment Desired Qualifications of Project Assistant: Organization: Demonstrates strong organizational skills with the ability to manage, track, and maintain accurate documentation and information. Technical Proficiency: Strong knowledge of Microsoft Office products and PDF editing software, with the ability to use technology to support efficient workflows. Communication: Ability to communicate effectively both verbally and in writing, ensuring clarity, accuracy, and professionalism in all interactions. Professional Support & Collaboration: Demonstrates a strong commitment to supporting internal teams and external partners through responsiveness, reliability, and a collaborative approach. Attention to Detail: Maintains a high level of accuracy and attention to detail across all tasks, documentation, and communications. Construction Experience: Prior construction experience preferred, with an understanding of construction processes, documentation, and project workflows. Job Type: Full-time Benefits: 401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Referral program Vision insurance Work Location: In person