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) software
- Assist with electronic job start up
- Assist with obtaining insurance, permits, licenses and jobsite mobilization
- Act as the lead in ensuring that a Notice of Commencement has been filed
- Create and maintain all electronic project files
- Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
- Assist project team with the creation and management of construction documents (drawings / spec logs, RFI’s)
- Assist project team with submittal management process
- Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
- Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)
- Assist project management team with change order management process
- Assist 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 Tax
- Act as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) and the
- project team to fulfill project needs
- Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
- Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
- Research status of pay applications and invoices in JD Edwards
- Assist in preparing and distributing owner billing
- Prepare, distribute and manage closeout documentation required by contract
- Verify that all electronic project files are complete and ready for storage
- Assist in distributing final job reports
- Enter employee time in JD Edwards system
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