Senior Project Assistant

Job Description Summary:

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

Job Description:

POSITION RESPONSIBILITIES AND DUTIES:
• Able to perform all essential Project Assistant/Coordinator responsibilities
• May coordinate and/or supervise other clerical/administrative staff
• May be responsible for office or jobsite facility management
• Answer phones – screen/handle routine items, 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, itineraries and scheduling meetings
• Prepare, type and distribute correspondence, reports, including job meeting minutes, for supervisor’s signature
• Assign job start number and issue job start orders
• Handle various administrative and special projects for supervisor
• Ensure continuation of office or job site administrative routine in supervisor’s absence
• Write and produce Division or other Company newsletter or publication
• Maintain inventory of office supplies and materials, and order or purchase as needed
• Coordinate rental, lease, purchase of office equipment for jobsites
• Distribute plans and Invitation to Bid packages
• Input commitment data to cost reporting system
• Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders)
• Notify subcontractors regarding change orders, follow-up on change order quotes and reference number processing
• Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding longs, commitment logs and job files
• Follow job close-out procedures including archiving project plans/files
• Maintain professional manner with clients and employees
• Complete other responsibilities as assigned

MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:
• 4-year business or technical degree plus minimum 3 years administrative experience or equivalent combination of education and experience, including minimum of 3 years construction project administration
• Proficient working knowledge of construction project procedures
• Ability to keyboard 65 – 75 WPM accurately
• Advanced knowledge and use of word-processing and spreadsheet software
• Proficient in use of general office procedures and office machines
• Proficient English verbal communication skills, including professional telephone manner
• Proficient written communication skills, including business writing skills
• Reliability, dependability and flexibility