What are the responsibilities and job description for the Project Specialist position at Brownstone Construction Group?
Administrative support
- Provide general administrative.
- Attend weekly/monthly/quarterly meetings and trainings.
- Assist with team communications with internal/external partners.
- Update internal databases.
- Maintain and keep current business records as it relates to professional and legal use.
- Assist with the maintenance of needed policies and procedures.
- Coordinate meetings and appointments as needed including conferencing and equipment set up.
- Prepare agendas and minutes as needed.
- Provide excellent customer service to internal and external partners.
- Assist with special projects/events and other duties as assigned.
- Provide information to appropriate individuals regarding project status and communicates to management staff.
- Understand the nature of the project cost system and information processed.
- Bring issues to the attention of Directors and/or Project Managers for assistance and further evaluation.
- Verify all contractors and design professionals have current insurance certificates, bonds, lien wavers, etc. prior to work starting.
- Verify insurance documents meet contract requirements and are maintained throughout the duration of the project.
Finance Responsibilities
- Prepare invoice processing, monitoring, and tracking.
- Review incoming invoices and Pay Applications to ensure all required documentation is attached.
- Assist with preparation for financial and process audits.
- Assist with invoice processes including ensuring timely allocation reporting.
- Prepare all invoices and Pay Applications to include cover page for approval routing.
- Forward invoice and Pay Applications to client.
- File paid invoices and create new folders as needed.
- Prepare all AIA documentation for approval for Change Orders and contracts.
- Enter all approved invoices, Pay Applications, and Change Orders into CMiC.
- Assist with day-to-day team activities.
- Enter and process accounts payable and process accounts receivable as applicable.
- Verify invoices for payment, prepare routine entries, reconcile entries and internal ledgers.
- Distribute and file financial documents and reports as required.
- Correspond with internal and external vendors to address any invoice/statement issues.
- Match invoices/statements due to supporting documentation.
- Sort, code, log, review documents for accuracy and compliance with Brownstone and Client policies and procedures.
- Assist the Finance Manager as needed.
- Assist with fund and wire transfers to partners and other organizations.
- Assist with special projects/events and other duties as assigned.
Procurement Responsibilities
- Assist with preparing bid documents for advertisement and distribution.
- Coordinate Pre-bid meeting and prepare minutes.
- Assist with preparation and distribution of addenda.
- Assist with Bid Opening and preparation of bid tab.
- Assist with issuing Intent to Award and Notice to Proceed.
Requirements
Knowledge of procurement processes and code.
Knowledge of AIA construction software preferred.
General knowledge of accounting procedures.
Knowledge of integrated construction accounting software; CMiC or MUNIS financial software a plus.
Microsoft Office Proficiency (Word, Excel, and Outlook).
Excellent communication and time management skills.
Ability to multi-task and juggle many competing priorities simultaneously.
Strong attention to detail.
Commercial/Contractor Construction experience required.
Job Type: Full-time
Pay: $50,000.00 - $58,570.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Ability to Relocate:
- North Charleston, SC 29405: Relocate before starting work (Required)
Work Location: In person
Salary : $50,000 - $58,570