Project Assistant

Job Title: Administrative Assistant (Non-exempt)Reports To: Market Leader or Project ExecutiveThis position is ideal for an efficient, friendly, dependable teammate who will work in the office 30-40 hours per week, Monday through Friday. The ideal candidate is a service-oriented extrovert who is congenial with co-workers and visitors in the office as well as over the phone and contributes positively to company culture and project success.In addition, this person enjoys supporting people, projects and office operations and thrives in a collaborative, construction environment.Essential Duties & Responsibilities: Provide general administrative support including data entry, correspondence, and travel/meeting logisticsGeneral office support, keep spaces organized and support visitorsOrder office supplies, kitchen supplies, stock kitchenStart dishwasher in evening/empty in the morningHelp answer door/greet guestsHelp with FedEx/UPS deliveries & check mailCommunicate with cleaners & building ownership to schedule maintenanceNotarize documents and bids as neededFor the Project Team:File Notice of Contracts with courthouseApply for permits; then, track and distribute to project teamFile for county business licensesSet up projects in ProcoreSend out various documents using DocuSign: subcontracts, owner contracts, change ordersRetrieve Temporary Certificate of Occupancy (TCO) & CO at the conclusion of each projectPrepare & distribute project closeout documentsSupporting Project Celebrations, groundbreakings, ribbon cuttings, topping out eventsFor Marketing & Business Development:Help organize, enter and report on data for customer database (Unanet)Help gather pictures/team news; schedule photography, coordinate project eventsMeet monthly to understand areas needing administrative supportOrder flowers, gifts, send cards to employees for celebrations/family mattersArrange logistics for lunches, meetings, happy hours, volunteer opportunities, partiesFor Employee Care & Safety:Schedule employee reviewsSend calendar invites for safety eventsSetup headshots for new employeesManage/distribute PPEOrder apparel/swag/PPEPlan Christmas partyPlan Family Day, Chili Cook-off, Employee get togethers and quarterly volunteeringRelationshipsCollaborates closely with Project Managers, Superintendents, Project Executives, and other project team members.Maintains professional working relationships with subcontractors, vendors, clients, consultants, and regulatory agencies.Supports office leadership, business development personnel, HR, safety, and accounting teams.AuthorityAuthorized to request, collect, and track project-related documentation from subcontractors, vendors, and external partners.Authorized to make routine administrative decisions within established company procedures.Responsible for coordinating documentation necessary to support project compliance, billing, and operational efficiency.Qualifications: To perform this job successfully, an individual must have the following skills and traits: organized, strong communications skills, personable, optimistic, efficient, driven to improve procedures, ‘whatever it takes’ attitude. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.Must be proficient in Bluebeam or Adobe Acrobat, Microsoft Word, Microsoft Excel and Microsoft Outlook.Experience with using Procore is a plus. Accountability: Ensures the accuracy, completeness, and timely processing of project and administrative documentation.Maintains organized filing systems and project records.Supports project teams by meeting deadlines and ensuring compliance requirements are satisfied.Maintains confidentiality, professionalism, and accuracy in all communications and records.Contributes to a positive office culture and efficient office operations.Education and/or Experience: Experience in office management or being an administrative assistant is preferred. Minimum 3-5 years of administrative, office management, project coordination, or construction administration experience preferred.Construction industry experience strongly preferred.Experience with project documentation, permitting, AIA forms, invoicing, and closeout processes preferred.Language Skills: Ability to speak, read, write, and type in proper English is mandatory. Ability to effectively present information and respond to questions from every employee, clients, customers, and the general public.Reasoning Ability: Ability to solve problems and deal with a variety of customers, co-workers and subcontractors in a fast-paced work environment. Ability to multi-task and deliver requests with timely responses that meet or exceed expectations on the first attempt.Physical Demands: While performing the duties of this job, the employee is regularly required to talk, hear, visually observe and move around the office. Must be able to move about freely in an office environment. Specific vision abilities required by this job include close vision to work on a computer and to read mail.Work Environment: The employee will spend time in an office environment where professional dress and personal appearances are mandatory.