Project Assistant

Scope of Responsibility :

The position is within the Operations Department of the Telecommunications Services segment. The role will be responsible for supporting the Project Management staff throughout all phases of a project, bid, award of job through construction, and closeout.

Project Assistants work independently with standard, routine tasks throughout these phases. Additionally, Project Assistants complete other tasks as requested by the Project Management staff, Directors, and others.

This individual shall always uphold the foundational goals of Sabre "Client Service, Quality, and Safety" - to enhance the integrity that the organization has become known for.

Essential Duties :

Bid Preparation

Update Site Status Tracker and Bid Schedule or Bid Calendar

With bid due dates and site information, bid walks, pre-bid conference calls, etc.

• Save (or scan) all site documents to the server in appropriate Customer Site Name SOW Folder
• Enter job in Project Management in Timberline (Accounting and Project Management Software)
• Set up office folder
• Plot site to appropriate customer map
• Communicate with Project Managers to determine who will bid site
• Prepare Bid Walk Folders
• Prepare Preliminary Bid Sheets

Contact subcontractors for quotes as necessary

• Obtain Licensing & Permitting Information
• Obtain Rock and Ready Mix Pricing
• Scan / Save all documents to the server
• Any additional tasks requested by Project Manager (or other bidder)
• Awarded Job Preparation

Apply for licenses and permits

Send job to Job Cost in Timberline

Enter in contract amount and purchase order from customer

• Set up server and office files
• Forward material vendor and subcontractor information to Accounts Payable
• Call in or enter utility locate
• Generate emergency and job contact lists
• Create field folders
• Generate purchase orders for subcontractors
• Issue purchase orders to subcontractors
• File for Fire Marshal Permitting (if applicable)
• Throughout Construction

Assist Project Managers and Field Staff with any additional needs throughout construction

• Report early on Monday mornings to check in field folders and download pictures and test data from the Field Staff
• Update assigned trackers daily
• Communicate with supervisor regularly to clarify priority of tasks
• Closeout

Complete customer-specific site closeout packages within specified time periods

Project Filing Room :

Scan all project data to the server and maintain order on the server and in filing room throughout all phases of projects

• Assist other Project Assistants with filing all project related paperwork
• Billing Summary
• End of year scanning / filing
• Other administrative duties as assigned by the Operations Director or other Management

Primary Focus :

• Creation of projects’ budgets / bid sheets and maintenance of a tracker detailing win / loss ratios
• Creation of POs for committed costs; receiving against the PO for completed work
• Identifying out-of-scope work; identifying change order opportunities
• Properly enter activity into accounting systems and store supporting documentation in accordance with company policy
• Assist with review of Weekly Reports such as Time Entry, Open POs, and RBNI
• Support and assist in special projects as requested
• Regular and timely attendance is required
• Work in your shift as scheduled
• Getting along with coworkers

Physical Requirements :

• Demonstrate ability to work with frequent interruptions in workflow and constantly changing priorities.
• Must be able to remain in a stationary position for extended periods of time with the ability to move throughout the office or warehouse area as needed.
• Must be able to perform physical activities that require substantial use of fingers, hands, wrists, and arms, such as sitting, typing, picking, pinching, using office equipment and reaching.

Some additional physical activities may require walking, stooping, bending, twisting, and handling of materials.

• Position requires manual dexterity, arm-hand steadiness, and a safety mindset.
• Must have the ability to concentrate on tasks for long periods of time and be able to observe and receive information from all relevant sources.
• Perceive the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make the discriminations in sound.
• The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data, transcribing, viewing a computer terminal, extensive reading, and visual inspection for errors.

Position Requirements :

• Associate’s or Bachelor’s degree from an accredited college or university preferred
• 2+ years of experience in an office environment.
• Knowledge of the telecommunications industry and / or a construction-related field is preferred
• Excellent communication skills, both written and verbal.
• Strong research and analysis skills.
• Solid organizational skills.
• Ability to effectively prioritize tasks and manage through completion.
• Demonstrated proficiency with automated accounting systems.
• Ability to work in a face-paced environment and meet tight deadlines.
• Proficient with Microsoft Office products particularly Excel.
• Experience with Sage Timberline construction software is a plus.
30+ days ago