Project Assistant
Swinerton · Portland
Job Description Summary:
Provide administrative support to project management team (may be one or more people) for a construction project, or other specified project or department.Job Description:
POSITION RESPONSIBILITIES AND DUTIES:
- Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
- Answer phones - screen/handle routine items and 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, planning itineraries and scheduling meetings
- Arrange catering and assist with event planning
- Assist with administration of office/jobsite facilities, as assigned
- Maintain inventory of office supplies and materials, and order or purchase as needed
- Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature.
- Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files.
- Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements
- Order and distribute plans
- Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.
- Coordinate with corporate prequalification department on subcontractor information submissions and renewals;
- Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting
- Follow job close-out procedures including archiving project plans and files
- Ability to obtain Notary Public certificate for the State of Oregon or South Carolina
- Process new Client/Business Partner setup into cost management system
- Complete other responsibilities as assigned
MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:
- High School Diploma or the equivalent combination of training and experience or ability to demonstrate proficient use of computer programs.
- Ability to keyboard 45 wpm accurately
- Possess a valid driver’s license
- Working knowledge of general office procedures and office machines
- Proficient in English verbal communication skills, including professional telephone manner
- Reliability, dependability, and flexibility