Responsibilities typically include, but are not limited to :
Monthly Progress Reports (Point of contact for coordination)
- Create and maintain master report template
- Update, coordinate, expedite, and follow up with disciplines for report content
- Format final document
- Issue to internal team and Client per Project Distribution Matrix
Weekly Status Reports (Point of contact for coordination)
Create report template based on Client report requirementsCoordinate, expedite, and follow up with all disciplinesFormat final documentIssue to internal team and Client per Project Distribution MatrixProject Reports and Studies
Format final document including verifying use of current Standard Decimal Report template for brand consistencyIssue to internal team and Client per Project Distribution MatrixFEP Reports (Point of contact for coordination)
Create and maintain master report templateCoordinate, expedite, and follow up with each contact for report contentFormat final documentIssue to internal team and Client per Project Distribution MatrixProject Meeting Minutes and Pre-Fab Meeting Minutes
Project team members send all meeting minutes / notes to PAs to finalize and format for distributionExamples are weekly Client meetings, model reviews, estimate meetings, schedule meetings, procurement meetings, construction meetings, etc… Basically any meeting where formal minutes need to be documented AND published / issued to Client.PAs will use the standard minutes template (OGCGEN24104 Meeting Agenda-Minutes)Monthly Progress Presentations and Other Project Presentations
Maintain presentation templateCoordinate, expedite, and follow up with each contact for presentation contentFormat final presentation prior to client meetingDocument Locator Transmittals and Notifications (to Clients and / or internal)Project Assistants generally handle administrative type documents pertaining to the project – Document Control handles technical documents, vendor documents, and construction packages.Refer to OGCGEN21101 - File Naming and Location Index for specifics on the types of documents that a PA handles (scroll to far right of excel file for PA or DC designation).Internal and Client Meeting Coordination
Room reservationsIssuing meeting invitations to respective partiesCatering coordination (as requested)Meeting Setup- provide copies of documentation, if applicable (i.e., IPPM meetings, AIL, deliverables list), A / V requirements, etc.Attend weekly internal meetings and / or weekly Client meetings for purpose of taking minutes (as requested by PM)Expense Reports
Process / Troubleshoot for Project Managers and Project EngineersTravel Reservations (project related)Support PM and / or PE in maintaining Action Items List(s)Internal AIL and Client AILUpdate lists as directed, and request updates as specified by the PE(s)Assist with Project Procurement items
Send out Procurement Status Reports (weekly)Send out Material Status Reports (weekly)Upload Q6 reviews into DL for monthly quality checksAssist with Project Change Notices and Change Orders (solely at the discretion of the Project Manager)
Maintain PCN Log and / or CO LogStore PCNs and COs in appropriate folder in DLIssue PCNs and COs to Client for approvalAct as the client point of contact for scheduling needs
When applicable, hold a client account to access clients’ calendars, drop files into their ShareFiles, etc.Being the Onsite Training Coordinator for Projects
Work with safety department for registering Team members for client, site, and project specific courses as neededRemain up to date on knowing which trainings are needed by whom and whenAct as communication collaborator for project teams; being proactive chasing down and gathering information, helping to ensure deliverables are on time, sitting in multiple meetings to help seal communication gaps (as time allows based on workload).Continuously learn and train with different disciplines and software programs to be a source of information for the project team.Programs such as EcoSys, PowerBi, Microsoft Teams, Adobe, Microsoft Office Programs, and Project ProvisioningGeneral Daily Assistance for Project Manager and Project Engineer(s)Assistance as requested for Project Leads and their respective teams (i.e. scheduling Client meetings, booking group travel for project meeting(s), printing IPPM tags, other administrative project tasks)Requirements
High School Diploma / GED required.
Applicable office / clerical experience is required.
Proficient in Microsoft Word, Excel, Access and PowerPoint required.
