Project Manager / Administrative Assistant

Job Description- Actively seeking a highly talented, experienced and motivated Project Manager Administrative Assistant for immediate employment in our growing Gastonia, NC office.

Main Job Tasks and Responsibilities :

• Provide general administrative and clerical support to the Project Managers.
• Assist in the coordination and management of basic and routine contract administration, proposals, purchase orders and subcontracts under the direct supervision and guidance of the Operations Manager.
• Duties include processing contracts, COI’S (certification of insurance), work orders, purchase orders, change orders, RFI'S (request for information), submittals, closeouts and maintaining all logs.
• Timely collection and organization of all documents pertaining to each project.
• Participation in project planning and kick-off meetings.
• Assist in facilitation of various production / operations meetings, maintain minutes / action items and perform basic follow-up as required.
• Develop and implement systems and processes to manage and maintain all project related documents including pay-items, meeting minutes, project status update entries, and payment, and submittal logs (spreadsheets / logs).
• Compile a list of monthly billings from project managers and prepare monthly invoices in approved format per contract (AIA -formal invoice).
• Maintain project folders for all ongoing and future projects, including a list of all required documentation, both electronically, hard copy and archive at completion.
• Prepare Installer Warranties and assist with request and submittal of Manufacturer Warranties.
• Maintain tracker of COR’s (change orders requests) for all ongoing projects; ensure they are processed in accordance with applicable contact documents.
• Serve as liaison in obtaining required documentation from subcontractors and vendors.
• Follow up with GC / owners of payment status and elevate payment issues as needed to the Controller.
• Obtain and provide all additional support for project billings (e.g. waivers, lien releases, other contractual forms, etc.).
• Prepare job setup request forms for the accounting system.
• Support Finance as needed for request and ongoing monitoring of Bid Bonds / P&P Bonds.
• Assist Finance with project related reporting and status updates for internal and external users.
• Enter monthly billings and change orders in the accounting system.
• Assist Estimating with pre-qualification and bid preparation and bid submittal.

Minimum Requirements :

Compensation :