Project Assistant

Job Description Summary:
Provide administrative support to project management team (may be one or more people) for a construction project, or other specified project or department.
Job Description:
POSITION RESPONSIBILITIES AND DUTIES:
Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
Answer phones - screen/handle routine items and direct calls as appropriate
Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor’s attention
Assist with travel arrangements, planning itineraries and scheduling meetings
Arrange catering and assist with event planning
Assist with administration of office/jobsite facilities, as assigned
Maintain inventory of office supplies and materials, and order or purchase as needed
Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature.
Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files.
Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements
Order and distribute plans
Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.
Coordinate with corporate prequalification department on subcontractor information submissions and renewals;
Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting
Follow job close-out procedures including archiving project plans and files
Ability to obtain Notary Public certificate for the State of Oregon or South Carolina
Process new Client/Business Partner setup into cost management system
Complete other responsibilities as assigned
MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:
High School Diploma or the equivalent combination of training and experience or ability to demonstrate proficient use of computer programs.
Ability to keyboard 45 wpm accurately
Possess a valid driver’s license
Working knowledge of general office procedures and office machines
Proficient in English verbal communication skills, including professional telephone manner
Reliability, dependability, and flexibility