Administrative Project Assistant

Job Title: Project Assistant

Job Responsibilities:

The Project Assistant provides comprehensive administrative support to the project management and estimating teams, ensuring smooth and efficient operations.

Minimum Qualifications and Expectations:

• Must be able to read, write, understand, and communicate effectively in English.
• Adhere to company policies and safety standards. Successfully complete all required safety training within one year of hire date.
• Ability to coordinate, organize, schedule, and prioritize tasks independently.
• Ability to follow oral and written instructions.
• Advanced skill level with personal computers and Microsoft Office programs.
• Ability and desire to learn and perform routine computer applications as required by the job.
• One to three years of administrative and general office experience.
• Demonstrate the ability to handle multiple priorities, duties, jobs/projects, and responsibilities effectively.

Major Duties and Key Functions:

• Create, enter, maintain, and ensure accuracy for all documents related to active excavating projects, including Owner Contracts, Subcontracts, Purchase Orders, Meeting Minutes, Change Orders, Waivers, Permits, Drawing Logs, and other project documentation.
• Assist the Project Management team with project control documents, tracking, and appropriate documentation as per Standard Operating Procedures (SOPs).
• Upload documents, enter information, and prepare/send notifications using solicitation and construction management software. Assist in uploading estimates into construction management software.
• Assist with the preparation of documents for bids and proposals. Coordinate and request required bid bonds, financial statements, and insurance documents as needed.
• Communicate with managers, peers, and customers via phone or electronic means, providing necessary support.
• Ensure prompt distribution of memos, emails, faxes, notes, and conversation issues to relevant parties. Act as a liaison between the company and customers, subcontractors, vendors, and owners on active projects.
• Distribute reports, mailings, and miscellaneous communications both internally and externally.
• Update and maintain drawing logs for projects in construction software.
• Assist the project management team in resolving issues as they arise.
• Attend meetings as required, take accurate notes, and distribute them to necessary parties in a timely manner.
• Provide general clerical support, including typing, filing, and maintaining computer files.
• Maintain and update subcontractor, owner, and vendor contact information in construction software.
• Ensure all as-builts, O&M manuals, submittals, testing requirements, and related project materials and compliance documents are received from subcontractors and appropriately filed for project closeout.
• Answer phones as required and cover front desk receptionist breaks per rotation schedule.
• Perform other duties as assigned by the Vice President