Assistant Project Manager

As of 10.8.2020

Job Summary:  The position of Assistant Project Manager is responsible for providing support to the Project Management Department by handling billing, invoicing, freight and general administration associated with project management.  In addition, this position will interact with internal and external customers and learn the responsibilities of project management.

Essential Functions: 

1. Provide administrative and project support to project managers
   1. Prepare project documentation for all projects and distribution
   2. Create project packets 
   3. Issue purchase orders based on the Scope of Work form, receive job costs, gather bills of lading and other related documents
   4. Schedule delivery of all items required for project completion
   5. Update spreadsheets and print reports 
   6. Enter information for complete invoicing, perform billing and invoicing processes; receive invoices and process for payment
   7. Enter proforma on spreadsheet; check off when corresponding invoice is received
   8. Communicate with vendors, subcontractors and customers
   9. Ensure completion documents are compiled
   10. Input information into the accounting software database on a daily basis depending on account/program needs
   11. With direction, initiates and coordinates survey request for site 
   12. Fill in for receptionist on approved break and lunch schedule as needed 
   13. Set up opportunities, upload documents into project card, convert opportunities to projects, create sales orders/quotes and assist in billing projects

2. Provide support to internal and external customers

1. Maintain professional and effective communications with each department 
2. Create purchase orders as required for project development
3. Contact all governmental agencies to ensure code compliance
4. Receive survey information and forward to project manager
5. Secure permits
6. Request Signage Art as required
7. Secure Permits as needed 
8. Assist project manager with installation follow-up
9. Secure completion project documentation
10. Take meeting notes as required

3. Reporting

1. Prepare and submit reports to management as requested
2. Assist with any unresolved billing issues
3. Develop spreadsheets and review reports

4. Follow the rules and regulations related to the safety of all employees working for the Company

1. Adherence to all mandated safety procedures including: driving policy, production area safety requirements and fire safety
2. Safety requires all employees to review materials provided by the Company related to any updates on safety procedures
3. Informs management of any safety related issues

1. Perform other duties as assigned

Competencies:

1. Ability to prioritize tasks and handle numerous issues simultaneously.
2. Detail driven with the ability to plan and timely execute work assignments without supervision 
3. Customer/Client Focus

1. Organized, detail and results oriented.
2. Strong analytical and problem-solving skills with the ability to exercise sound judgment and make good decisions based on the best interests of the company
3. Strong customer support skills.
4. Ability to maintain a professional demeanor at all times
5. Strong sense of urgency to complete tasks in a timely manner
6. Excellent interpersonal, oral and written communication skills.
7. Ability to work independently, with minimal supervision
8. Ability to work in a fast-paced, high-volume environment 
9. Time management
10. Ethical conduct
11. Collaboration skills
12. Ability to understand margins and gross profit

Work Environment:  While performing the duties of this job, the employee will work in a professional office environment.  This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job.  While performing the duties of this job, the employee is often required to perform the following activities: 

1. Standing.  
2. Walking.  Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
3. Sitting.  Ability to sit at a desk for long periods of time.
4. Fingering.  Picking, pinching, typing or otherwise working, primarily with fingers.
5. Grasping.  Applying pressure to an object with the fingers and palm.
6. Talking.  Expressing or exchanging ideas by means of the spoken word.
7. Hearing.  Perceiving 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.
8. Light work.  Exerting up to 10 pounds of force occasionally, and/or up to 5 pounds of force frequently, and/or negligible amount of force constantly to move objects.  
9. Visual Acuity.  To perform close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and visual inspection.
10. Reaching: Extending hands and arms in all direction
11. Repetitive Motion: Making substantial movements (motions) of the wrists, hands and/or fingers

Position Type/Expected Hours of Work:  This is a full-time, 40 hour a week position with overtime as required.  

Travel:  This position requires up to 10% travel including domestic and international travel.

Educational Requirements:

1. Associate degree from an accredited university or college.

Preferred Educational Requirements:

1. Bachelor’s degree from an accredited university or college.  

Knowledge Requirements:

1. Experience with Microsoft Office 365 applications such as Skype, Teams, One Drive 
2. Advanced level computer skills with common PC based software (Microsoft Excel, Word, Outlook, PowerPoint, etc. as well as other specialized Project Planning and MRP/ERP type software packages
3. Understanding of business processes is essential
4. Aptitude in problem-solving

General Disclaimer:  The duties listed above are intended only as illustrations of the various types of work that may be performed.  Other duties may be assigned as needed by the Company.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Allen Industries is an Equal Employment Opportunity, Affirmative Action Employer.  We consider applicants for all positions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital, disability or veteran status.