Project Assistant

Job Description

Job Description

POSITION DESCRIPTION SUMMARY :

The basic functions of the Project Assistant are to :

• Assist with answering all incoming calls and handle caller’s inquiries.
• Assist Vice President of New Construction with job related duties.
• Develop and maintain rapport with General Contractors as well as effectively communicate with associates, superiors, vendors and customers.
• Assist Project Managers by indexing digital files for Field Technology and creating and maintaining proper job records.
• Manage Procore
• Provide support to Project Managers
• Knowledge of blueprints and fixture schedules to include counting and ordering fixtures.
• Manage Bid Schedule
• File notice to NC Lien Agent for all NC jobs (excluding state jobs)
• Job Initialization
• Request Certificates of Insurance for clients as well as assist with updating Certificates of Insurance for subcontractors and vendors
• Compile and distribute safety documents as requested.
• Maintain job folders on Share File
• Print hard copy drawings as needed.
• Permit jobs in appropriate county / city
• Request, send and organize submittals.
• Schedule inspections
• Current Notary commission
• Issue Master agreements and work orders
• Manage subcontractor data base.
• Compile and distribute close-out documents.
• Perform other related duties as required.

POSITION QUALIFICATIONS :

• A good working knowledge of Microsoft programs (i.e. : Word, Excel, Power Point, Microsoft Outlook ).
• Knowledge of current technology while striving to keep updated on current changes.
• Organizational and time management skills
• Communication skills with good telephone etiquette as well as being friendly, professional and helpful to visitors.
• Work with minimal supervision, solve problems, understand and follow the company and employee policies.
• High degree of moral and personal integrity and a sound work ethic.
• Exemplify professionalism in accordance with company standards.
• Self-starter approaching the job with a positive attitude.
• Demonstrate the ability to handle difficult situations and perform well under pressure.
• Respect the confidentiality of client and company information.
• Maintain a cooperative working relationship with all employees.

POSITION REQUIREMENTS :

To perform this job successfully, an individual must be able to accomplish (at a minimum) the position's skill areas. Listed below are areas of knowledge, experiences and abilities necessary to meet the position's essential job requirements.

Reasonable accommodations may be made to enable individuals with disabilities to perform the Project Assistant functions.

Education : A high school diploma is required; college is preferred with a working knowledge of computers.

Experience : At least 5 years of successful experience in an administrative construction position.

AUTHORITY AND ACCOUNTABILITY :

Authority : The Project Assistant is given the necessary authority to perform the required duties of this function. This includes the authority to :

• 1. Train others in the office in the performance of selected responsibilities and duties of this function.
• Take any reasonable action necessary to carry out the responsibilities of the position, so long as it is consistent with established company policy and sound business judgment.

Accountability : This position is directly accountable to the VP of New Construction for the accomplishment of all aspects of the job(s) assigned.

RESPONSIBILITIES AND DUTIES :

Ensures the efficient daily operation of the administrative functions of the business, primarily for New Construction. This includes, but may not be limited to, answering phones, data entry, filing, etc.

• Cross trains office personnel in the principal duties of this function to allow for smooth, continuous operation during vacation or other absence.
• Maintains or oversees the maintenance of certain files necessary to the business.
• Work with the company's VP of Business and HR and Office Manager in maintaining complete, current and accurate company information.
• Provides assistance to other personnel as needed.

Performs additional job-related responsibilities as may be added from time to time.

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