Jobsite Project Management Assistant

Responsibilities:

The primary duty of this position is to support the needs of the on-site project management team.  Duties will cover a broad range of tasks and will change as the project progresses through different phases of work.  The following are some specific examples of the types of tasks and responsibilities that may be assigned, but the list is not exhaustive.  The successful candidate must have a proactive attitude and a willingness to support the team across a variety of administrative functions.

Document & Records Management

• Maintain and organize all project documentation in the electronic filing system (Egnyte), ensuring files are current, properly named, and accessible to the project team.
• Receive, log, distribute, and file incoming and outgoing project correspondence, including letters, notices, and transmittals.
• Manage the project drawing log and track revisions; distribute updated drawings to relevant team members as directed by the project manager.
• Assist with filing and tracking Requests for Information (RFIs) and submittals as directed by the project manager.
• Maintain organized hard copy and electronic files for all project records, including owner contracts, subcontracts, permits, and insurance documents.
• Assist with the Notice of Commencement and other project startup filing requirements as directed.

Subcontractor & Vendor Administration

• Collect, track, and file required subcontractor compliance and safety documents (insurance certificates, safety plans, safety surveys, SDS sheets, etc.).
• Collect, track, and verify subcontractor certified payroll reports (e.g., Form WH-347) and supporting documentation to support Davis-Bacon Act and prevailing-wage compliance; flag missing, late, or noncompliant submissions to the project manager.
• Maintain the Subcontractor Onsite Safety Document Log.
• Assist with subcontractor onboarding paperwork and coordinate execution of documents via DocuSign or other designated platforms.
• Receive and process delivery tickets, invoices, and dray tickets; route to appropriate project team members for approval.
• Assist with subcontract closeout and related documentation as directed.

Project Office & Jobsite Support

• Serve as the primary point of contact for jobsite office inquiries and direct questions to the appropriate team member.
• Maintain general organization and supply inventory for the project office / trailer.
• Assist with scheduling meetings, preparing agendas, and distributing meeting minutes.
• Assist with daily client reporting requirements such as daily force / manhour reporting.
• Support the project team with travel arrangements, expense reporting, and other administrative needs as required.
• Assist with creation and distribution of project communications.
• Make arrangements for project team meals and other functions either on the project site or at off-site locations.

Education - Skills - Knowledge - Qualifications & Experience:

Required

• High school diploma or equivalent; associate degree preferred.
• Minimum 2 years of administrative or office support experience.
• Proficiency in Microsoft Office Suite: Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced construction environment.
• Clear and professional written and verbal communication skills.
• Ability to work on-site full-time at the project jobsite.

Preferred

• Previous experience in a construction, infrastructure, or industrial project office environment.
• Familiarity with document management systems (e.g., Egnyte, SharePoint, or similar).
• Willingness to learn and adopt new software systems (e.g., Procore, OnBase, Concur).
• Experience with DocuSign or similar electronic signature platforms.
• Familiarity with Davis-Bacon Act / prevailing-wage requirements and certified payroll reporting (e.g., Form WH-347).
• Basic understanding of construction project administration processes (RFIs, submittals, subcontracts, lien waivers, drawing & specifications management, invoices).

Working Conditions

• On-site at a heavy civil / infrastructure project jobsite; office environment will be a highly trafficked and busy construction trailer.
• Exposure to a busy construction environment; must observe and comply with all jobsite safety rules and PPE requirements when outside the office area.
• Full-time schedule, Monday through Friday; occasional overtime may be required during peak project periods.

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