Job Description
Job Description- Actively seeking a highly talented, experienced and motivated Project Manager Administrative Assistant for immediate employment in our growing Gastonia, NC office.
Main Job Tasks and Responsibilities: - Provide general administrative and clerical support to the Project Managers.
- Assist in the coordination and management of basic and routine contract administration, proposals, purchase orders and subcontracts under the direct supervision and guidance of the Operations Manager.
- Duties include processing contracts, COI’S (certification of insurance), work orders, purchase orders, change orders, RFI'S (request for information), submittals, closeouts and maintaining all logs.
- Timely collection and organization of all documents pertaining to each project.
- Participation in project planning and kick-off meetings.
- Assist in facilitation of various production/operations meetings, maintain minutes / action items and perform basic follow-up as required.
- Develop and implement systems and processes to manage and maintain all project related documents including pay-items, meeting minutes, project status update entries, and payment, and submittal logs (spreadsheets/logs).· Compile a list of monthly billings from project managers and prepare monthly invoices in approved format per contract (AIA -formal invoice).
- Maintain project folders for all ongoing and future projects, including a list of all required documentation, both electronically, hard copy and archive at completion.
- Prepare Installer Warranties and assist with request and submittal of Manufacturer Warranties.
- Maintain tracker of COR’s (change orders requests) for all ongoing projects; ensure they are processed in accordance with applicable contact documents.
- Serve as liaison in obtaining required documentation from subcontractors and vendors.
- Follow up with GC/owners of payment status and elevate payment issues as needed to the Controller.
- Obtain and provide all additional support for project billings (e.g. waivers, lien releases, other contractual forms, etc.).
- Prepare job setup request forms for the accounting system.
- Support Finance as needed for request and ongoing monitoring of Bid Bonds/ P&P Bonds.
- Assist Finance with project related reporting and status updates for internal and external users.
- Enter monthly billings and change orders in the accounting system.
- Assist Estimating with pre-qualification and bid preparation and bid submittal.
Minimum Requirements:
- 3+ years of experience in Construction Administration Role.
- Strong use of Microsoft Office (Word, Excel, Project, etc.).
- Ability to multitask and work efficiently in a fast pace environment.
- Knowledge of computer project management software and hardware.
- Determination and persistence.
- The ability to trust their intuition with minimal supervision.
- Good verbal and written communication skills.
- Excellent leadership skills.
- The ability to work well in a group setting.
- Thorough attention to detail.
- Empathy and situational awareness.
Compensation:
- Competitive salary based on experience and qualifications.
- Health, Vision, Dental, Long and Short Term Disability Insurance.
- 401K (After 1 year of service).
- Paid PTO and Holidays.
Job Tags
Full time, Contract work, Temporary work, For subcontractor, Work at office, Immediate start,