Position Summary
The Project Management Assistant is responsible for assisting the Project Manager and Superintendents with facilitating project-related tasks, communications, organization, and documentation support within all phases of a project life cycle.
Essential Duties and Responsibilities:
Support to Project Managers
- Assist Project Managers with bidding processes, such as attending preconstruction meetings, bid lettings, and bid running.
- Assist with project setup in NetSuite, Sharefile, and Procore, including schedules, team members, WBS, procurement, and subcontract management.
- Assists Project Managers with all other requested areas of project coordination, including by not limited to, attending project meetings as assigned, and recording and distributing minutes of such meetings.
- Maintains uniform project correspondence procedures and style practices within the flow of communication to projects.
- Assist in the development, maintenance and distribution of project schedules.
- Stores and files into company folders both hard and digital copies of all tracked and maintained construction documents throughout all phases of every project in Procore, NetSuite, and Sharefile.
- Act as a liaison between Architects, Project Managers, Clients, Superintendents, Subcontractors, and Suppliers referring questions to Project Managers and Superintendents as needed.
- Support with month end billings to clients, including collection of subcontractor billing/pay application.
Collects, maintains and organizes data and information relevant to individual projects.
- Assembles, populates and regulates projects within Submittal Exchange & Procore and/or within in-house structured templates.
- Logs, tracks and maintains the flow of construction documents for all projects, including approval Submittals, RFI’s, RFP’s, ASI’s, Inspection/Observation Reports, Change Orders, Schedules, Closeout Documents and Punch Lists.
- Maintains the approval procedure for submittals, RFP’s and Change Orders.
- Administers hard copies and emails digital copies of all tracked and maintained construction documents to project superintendents.
- Solicits logs and compiles information for O&M manuals, As-Built Drawings and closeout documents.
- Reviews and compares approval submittal data to project specifications.
- Assembles and distributes O&M manuals/As-Built Drawings and manages flow of approval procedures.
Qualifications
Knowledge, Skills and Abilities
- Organizational skills
- Flexibility, reliability and the ability to focus
- Ability to prioritize and manage multiple projects.
- Strong and effective verbal and written communication skills required to correspond with Architects, Operations Managers, Project Managers, Clients, Superintendents, Subcontractors and Suppliers
- Customer/Client focus
- Problem solving/conflict resolution skills
- Team oriented
- Demonstrated proficiency in Microsoft Office Suite, Internet, Email and Project Management programs.
Education/Experience
- An equivalent combination of education and experience sufficient to successfully perform the essential job duties and responsibilities.
- High School/GED or equivalent
Working Conditions
- This position is located in a typical office setting, but activities occur inside and outside.
- Must be able to operate a computer and other office equipment.
- Must be able to remain sedentary 75% of the time; walking, standing, stooping and kneeling are required occasionally.
- Job site visits are required, so must be able to move about outdoors on foot to accomplish tasks, particularly on job site with unfinished and uneven surfaces.
- Must be able to express or exchange ideas by means of the spoken word and be able to receive detailed information through oral communication.
- Use of hands to finger, handle or feel; reach with arms and hands
- Occasionally lift and/or move up to 25 pounds.
If you are ready to join our mission of positively impacting lives by building community, please submit a resume online or stop in and fill out an application at 345 Industrial Drive, Spearfish, SD 57783.
