Project Assistant

ResponsibilitiesThe Project Assistant is primarily responsible for providing administrative support to the project team(s).Responsibilities and Essential Duties include the following (other duties may be assigned):Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.Prepare expense reports and book travel using Concur Travel and Expense for project team(s)Assist PM or project accountant with creating project in Project Data Management (PDM) softwareAssist with electronic job start upAssist with obtaining insurance, permits, licenses and jobsite mobilizationAct as the lead in ensuring that a Notice of Commencement has been filedCreate and maintain all electronic project filesCreate, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSignAssist project team with the creation and management of construction documents (drawings / spec logs, RFI’s)Assist project team with submittal management processManage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributedAssist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)Assist project management team with change order management processAssist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates, etc.Receive, track and coordinate with accounting on Sales & Use TaxAct as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) and theproject team to fulfill project needsReceive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approvalReview and code overhead, material and miscellaneous project invoices for final review/approval by Project ManagerResearch status of pay applications and invoices in JD EdwardsAssist in preparing and distributing owner billingPrepare, distribute and manage closeout documentation required by contractVerify that all electronic project files are complete and ready for storageAssist in distributing final job reportsEnter employee time in JD Edwards systemQualificationsEducation - Skills - Knowledge - Qualifications & ExperienceBachelor’s degree preferredMinimum of one year of work experience in an office environmentStrong verbal and written communication skillsWorking proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPointWorking proficiency in Bluebeam strongly preferredAptitude to learn new computer applications and softwareExcellent customer service skillsPositive attitudeProven self-starterDetailed oriented with the ability to recognize discrepanciesAbility to work in a team environment as well as independentlyMust thrive in a fast-paced work environmentAbility to successfully prioritize multiple tasks with competing deadlinesAbility to maintain a high level of confidentialityObtain notary certification in applicable county