Project Assistant

Job Description

We are currently seeking a Project Assistant to join our team in the Dallas office. This is an exciting opportunity to be part of a fast-paced, team-oriented environment.

The Project Assistant plays a key support role within the Project Management team, helping to ensure smooth project execution by managing administrative tasks, maintaining accurate documentation, and coordinating with both internal teams and external partners.

We're looking for candidates who are highly organized, proactive, and capable of juggling multiple priorities. Strong communication skills, attention to detail, and the ability to provide exceptional support to both project teams and leadership are essential. Prior experience in construction or a similar fast-paced industry is preferred.

Duties

• Assembles, compiles, and/or prepares the following documents to ensure efficient and complete documentation for construction projects: contracts, purchase orders, owner pay requests, project insurances, bonds, Notices of Commencement, legal documents required for project start/completion, warranties, owners’ operations and maintenance manuals, and as-built drawing for closeout; monitors and enforces legal and insurance compliance with respect to all required construction paperwork, including paperwork required in-house.
• Ensures timely responses from subcontractors for contract paperwork.
• Creates and maintains project checklist.
• Works with the Superintendent establishing dates for receiving shop drawings and milestones necessary to complete the project on time. Follows up for review and approval for shop drawings, samples, material lists, etc.
• Maintains logs reflecting the status of shop drawings, requests for clarification, change requests, and proposal requests.
• Distributes change requests and follows up for pricing changes.
• Instructs project team in organized filing system and assures its proper use.
• Prepares agendas and other preconstruction meeting documents.
• Records and/or transcribes minutes at the preconstruction meeting.
• Prepares and issues change orders to subcontractors and owners for extra work performed on the project.
• Assists in estimate and buyout of projects.
• Coordinates with project managers to increase understanding of projects and to improve the quality of the project paperwork.
• Discusses and coordinates personal and project goals, important issues, and objectives.
• May administer contracts and purchase orders as assigned by leadership.
• Assists in establishing OCIP or CCIP program per contract requirements. Maintains required documents for program.
• Drafts, transmits, and files correspondence.
• Assists in bidding and in developing scope of work for trade contractors.
• Performs other related duties as assigned.
  
  

Qualifications

• High school diploma or equivalent.
• Types a minimum of 50 wpm.
• Has at least 2 years’ experience in secretarial or administrative work.
• Has a working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook and is able to create basic documents and spreadsheets using each application.
• Has excellent written and verbal communication skills.
• Has excellent organization skills; develops systems that provide access to information with the ability to retrieve and deliver required information effectively.
• Has the ability to handle multiple tasks simultaneously; can establish priorities and an effective course of action.
• Has the ability to accomplish routine tasks.
• Is a team player; works well with other people; takes time to help co-workers, customers, and others achieve their goals and assignments.
• Has the ability to perform essential duties and responsibilities efficiently, accurately, and safely, with or without reasonable accommodation, and without posing a threat of harm to self or others.
• Previous experience working in an administrative role in a construction company preferred.
• One to two years post high school administrative assistant training preferred.
• This position is intended to be in office. Not a remote role.
  
  

About Us

"Structure Tone Southwest is one of Texas' top-ranked construction management firms, and is a member of The Structure Tone Building Group - a $10B worldwide construction services leader. We provide construction management and general contracting services to commercial clients. Market sectors include Corporate Office & Facilities, Mission Critical Infrastructure, Higher Education, Science & Technology, Hospitality, Health Care, and Retail.

We are currently seeking a Project Accountant to be based in our Dallas office. This is an opportunity to join a fast-paced, team-oriented environment for one of the leading Commercial Construction Management (General Contractor) firms.

The STO Building Group family of companies—Structure Tone, Structure Tone Southwest, Pavarini Construction Co., Pavarini McGovern, LF Driscoll, Govan Brown, Ajax Building Company, BCCI Construction, Layton Construction, Abbott Construction, and RC Andersen—includes over 4,000 employees located in offices throughout the US, Canada, UK, and Ireland. We provide a complete range of construction services, from site selection analysis, design constructability review and aesthetic enhancements to interior fit-outs, new building construction, and building infrastructure upgrades and modernization. Learn more about how we partner with our clients to imagine, execute, and realize their vision at stobuildinggroup.com."