PROJECT SPECIALIST

Job Description :

Provides support over a wide range of office tasks to the Construction Project Management Team and assumes responsibility without direct supervision.

Utilizes strong verbal and written communication skills, accomplishes and manages multiple tasks and conflicting priorities in a timely manner.

Coordinates special project activities as assigned.

Daily Administrative Tasks :

Associated with general administrative and clerical duties.

Involves coordinating and scheduling meetings, activities, and programs.

Maintains calendars and schedules.

Takes general and administrative meeting minutes when required.

Visitor and Inquiry Handling :

Welcomes all visitors in a friendly and pleasant manner.

Provides escorts for individuals as needed.

Addresses inquiries, both by phone and in person, including complex questions requiring follow-up.

Exercises discretion in releasing information.

Conveys messages to the appropriate individuals in case of an employee's absence or unavailability.

Document and Project Management :

Assists with documents and sets up meetings for the team.

Communicates with consultants, contractors, and maintains project files.

Ensures that directories, references, and other records are up to date.

Collects and tracks project documentation as requested.

Assists in the production of letters, memos, and correspondence for agreements, forms, purchase requisitions, project documents, and other business typing.

Expense Tracking and Filing :

Keeps track of and performs data entry for project-related administrative expenses on spreadsheets.

Tracks documents, invoices, logs, and scans other construction documents.

Maintains a filing system for all documents and records for the Construction Project Management Team.

Assists with document reproduction as requested and distributes to the project team.

Report Compilation and Support :

Organizes and prioritizes daily workload to meet deadlines.

Deals with variations in the Project team's needs.

Compiles, edits, and publishes administrative and project-related reports as requested.

Office Equipment and Maintenance :

Provides support to the entire Project Management team.

Assists in maintaining office equipment and offers light IT troubleshooting.

Logs and distributes mail, coordinates courier services.

Handles office maintenance requests, office moves, key requests, and purchases required for project progress.

Construction Safety and Security :

Oversees the construction safety training database.

Collaborates with the Security Department for contractor credentialing and badging.

Interdepartmental Collaboration :

Collaborates daily with the Project Management Team, Facilities, Information Systems, and other Support Services Staff.

Aims to support and align initiatives and project goals.

Special Project Coordination :

Coordinates special projects as assigned.

Gathers available statistical data and presents findings to appropriate personnel.

What are 3-5 Must-Haves that you want to see in a resume?

Construction Experience is a Must

1-2 Years of hospital experience. Inpatient hospital / HCAi / OSHPD1

Strong Excel Skills

Strong Outlook

Project Coordination

Nice to Have :

Procore is really nice to have!

What is the required levels experience, education?

Bachelor's degree preferred

HS Diploma MUST HAVE