Project Assistant

Job Description Summary:

To provide administrative support to project management team (may be one or more people) for construction project, or other specified project or department.

Job Description:

POSITION RESPONSIBILITIES AND DUTIES:

• Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant

• Answer phones - screen/handle routine items and direct calls as appropriate

• Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor's attention

• Assist with travel arrangements, planning itineraries and scheduling meetings

• Assist with administration of office/jobsite facilities, as assigned

• Maintain inventory of office supplies and materials, and order or purchase as needed

• Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor's signature

• Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files

• Distribute plans

• Distribute Invitation to Bid packages

• Input commitment data to cost reporting system

• Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders)

• Track signed, returned commitments

• Notify subcontractors regarding change orders, follow-up on change order quotes and reference number processing

• Follow job close-out procedures including archiving project plans and files

• Complete other responsibilities as assigned

MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:

• High School Diploma or equivalent

• Two years of business or secretarial school, or the equivalent combination of training and experience

• Minimum two years secretarial or clerical experience in addition to above training

• Ability to keyboard 45 wpm accurately

• Proficient in knowledge and use of word-processing and spreadsheet software

• Working knowledge of general office procedures and office machines

• Proficient in English verbal communication skills, including professional telephone manner

• Proficient in written communications skills, including business writing skills

• Reliability, dependability and flexibility