Project Assistant - Residential Construction

Mill Valley, California - Full Time

Van Acker Construction (VAC) is seeking a detail-oriented and highly motivated Project Assistant (PA) to join our Mill Valley office team.

As a Project Assistant at Van Acker Construction, you'll become an integral part of a collaborative project team, contributing to two-to-three high-end residential construction projects through all phases of the construction process. This multi-year opportunity offers a front-row seat to exceptional craftsmanship and construction excellence.

You’ll start by mastering the essentials: supporting budgeting processes and managing monthly client invoicing. As you grow with us, you’ll have the opportunity to expand your skills across the full spectrum of construction administration, including subcontract administration and management, bid and RFI tracking, document management, and project and site setup coordination.

We're looking for someone who thrives in a dynamic environment and brings exceptional organizational skills and attention to detail, a commitment to clear communication and teamwork, the ability to adapt quickly to shifting priorities, and enthusiasm for taking on new challenges.

This is an in-office position based in our Mill Valley location, where you'll work alongside experienced professionals who are invested in your growth and success. Remote work is not available. The Project Assistant reports to the Assistant Project Managers (APMs).

• Review subcontractor billings including detailed checking of time and materials backup
• Interface with billing spreadsheets, Timberline and Timber scan
• Provide general and specific support to APM with subcontractor management and monthly client billing
• Manage, log, and track subcontractor insurance certificates
• Set-up new vendors by obtaining W9 and other documentation as required by VAC accounting department

• Issue, track and finalize subcontracts, purchase orders, and change orders
• Perform project set-up, project organization, and project close-out tasks based on company and team protocols
• Drawing and drawing log management using cloud-based company storage system, Blue Beam or Plan Grid
• Subcontractor bid-package distribution, follow-up, and diligent tracking
• Bid-related RFI distribution, follow-up, tracking, and circulation to bidders
• Preparation of bid comparisons (i.e. multiple bidder pricing comparison)
• Support APM and PM with client budget development
• Support Superintendent in job set-up including ordering job trailer, toilets/wash stations, safety, COVID protocols, and other requirements
• Support site superintendent and office field personnel in administrative tasks as required throughout project

Van Acker Construction retains the right to change or modify job duties at any time. This list of job duties is not all encompassing. Needs and requirements may vary depending on the project and according to business necessity.

• Bachelor’s Degree in accounting or finance, or a construction related field including construction management, architecture, or engineering preferred
• At least two years experience working in an office setting, previous experience in a construction or construction-related position preferred but not required
• Ability to write concise and clear letters, notes, reports, emails, and other communications
• Strong computer skills including Excel, Google Docs, and cloud-based storage systems (i.e. Box and Dropbox). Timberline experience preferred
• Ability to assimilate information and apply critical thinking skills to solve problem
• Ability to plan ahead and organize their time and activities in order to stay on top of the project’s consistently changing priorities
• Independent and self-starting
• Excellent listening and communication skills
• Effective participation in team environment
• Strong work ethic and a “can-do” attitude
• Maintains a professional demeanor in all situations
• Desire to continually learn and take on added responsibilities
• Takes ownership of work and is committed to the success of the project, their teammates and the company
• Must live in the local area and be authorized to work in the U.S