Project Assistant

Description

The Project Assistant performs a wide variety of administrative and clerical functions to support Project Management efforts and other departments as needed for backup support. Tasks include processing miscellaneous paperwork, maintaining files, and distributing information to appropriate persons. The successful operation of computers, using various software applications essential, along with operating a variety of other, common office machines.

Include the following. Other duties may be assigned.

• Initial project and change order setup in ERP program, as needed to backup accounting team.
• Manage Master Subcontract Agreement (MSA) process. Prepare and send subcontract work orders and follow up on all outstanding documentation to ensure Subcontractor compliance.
• Prepares and send purchase orders to vendors as requested by project teams.
• Once a job is awarded, make copies of job books for project team and/or create digital job file as needed.
• Order miscellaneous supplies for jobsite office trailer and portable toilets for site. Notify other departments of supplies needed and coordinate with project teams for acquisition.
• Request and maintain Contractor’s licensing for municipalities, counties, or states for all active projects.

• Prepares and sends NPDES Co-Permittee Application at the start of a job. Log all outstanding permits. Sends the Notice of Terminations when the job is complete.
• Conducts Pennsylvania One Calls and the Miss Utility Calls using an online system. When there is a utility hit, contacts the appropriate utility companies and completes in house PIRs for the entire team. Provide backup to other departments for PA One Calls and Miss Utility as needed.
• Facilitate and participate in monthly Project Manager and Project Engineer meetings.
• Print construction drawings as requested for distribution to supervisors and project team.
• Provide support to Accounting department for processing subcontractor invoices.

• Operates computer systems proficiently. This includes programs such as B2W, Bluebeam, Microsoft Office, Microsoft Project, Spectrum and others as needed.
• Miscellaneous administrative support for Estimators, Project Managers, Assistant Project Managers, Project Engineers, and Director of Estimating & Project Management.
• Prepares letters, memos, meeting notices, minutes of meetings and other similar documents using word processing. Makes copies of documents, as necessary, and files or distributes to appropriate persons. Scan documents into project file as requested.
• Administer all insurance requests from outside entities and manage insurance for subcontractors, monitoring to make sure it stays current.
• Submit field logs for others as requested.
• Notarize various documents as requested.
• Coordinate meals for various company meetings as requested.
• Provide backup coverage for receptionist as needed.
• Order office supplies.

• High school diploma or GED required.
• Associates degree in Business Administration is preferred.
• Office experience utilizing word processing, databases and spreadsheets preferred.