Project Assistant

General Position Summary:

Responsible for assisting the Buildings Department to ensure that the project record keeping and other documents are kept current and taken care of in a timely manner.

Essential Functions/Major Responsibilities:

  • Responsible for job-start up, including lot book report, file set-up and right to lien notices.
  • Log, copy and track submittals.
  • Process modifications.
  • Create subcontractor lien releases.
  • Generate document listings for projects.
  • Process monthly job billings to owners
  • Document, type, copy, mail, and track all subcontracts, purchase agreements, master agreements and related documents.
  • Update all project forms, i.e. project startup letter, billing summary form, safety agreement, joint check agreement, lien releases, insurance requirements, DCVR, design-build, etc.
  • Prepare substantial completion notice and notice of occupancy if required.
  • Research spec book to outline specific closeout requirements for subs/suppliers and mail to them along with memo regarding closeout.  Compile four copies (or more if required) of closeout manuals for owner, architect and
  • Enter and update all project information in Procore

Secondary Functions:

  • Answer front desk phones.
  • Assist other departments as needed.

Job Scope:

Performs duties independently with minimal supervision, determines some of own practices and procedures and also works from established and well-known procedures.  Works in recurring situations with occasional variations from the norm. The job involves a moderate degree of complexity.

Supervisory Responsibility:

This position does not have any supervisory responsibility.

Interpersonal Contacts:

Contacts are normally made with others both inside and outside the organization.  Contacts within the company are usually with own department staff and supervisor and are seldom about confidential/sensitive matters.  Contacts made outside of the company are with both customers and non-customers (subcontractors, city inspectors, etc.).

Ninety-five percent of the contacts are made on the phone and five percent are face to face.


Specifications

Specific Job Skills:

  • Knowledge of commercial construction.
  • Mental ability to conduct on-going interpersonal interactions, analyze and solve problems essential.
  • Ability to read, write, speak and understand English.
  • Ability to participate in a team.

Education and/or Experience:

Some higher education preferred, but not required.  Experience in a commercial construction setting with Intermediate computer experience in MS Office needed.

Job Conditions:

This position generally requires 8 hours a day.  The workweek is Monday-Friday. This position is at the main office.  Occasionally there are trips to construction job sites.

Benefits