Responsibilities The Project Assistant is primarily responsible for providing administrative support to the project team(s). • Create, distribute, and execute contracts, purchase orders, and other contractual documentation • Manage subcontract documents, business licenses, and safety documentation • Support subcontract pay applications, lien waivers, invoice coding, and approvals • Assist with change orders and owner billing • Prepare and manage closeout documentation Project Setup / Compliance • Assist with electronic job startup • Help obtain insurance, permits, licenses, and mobilization requirements • Ensure Notice of Commencement is filed • Support SDP enrollment and bond issuance • Track Sales & Use Tax coordination Document / Project Systems Management • Create and maintain electronic project files • Verify file completeness for storage • Assist with drawings, spec logs, RFIs, and submittals • Track material status on subcontracts and purchase order • Liaise with accounting, jobsite assistants, document coordinators, and other departments • Research pay application and invoice status in JD Edwards • Enter employee time in JD Edwards • Prepare expense reports and book travel • Provide general administrative support Coordination / Administrative Support The Project Assistant is primarily responsible for providing administrative support to the project team(s). If supporting a Division Manager or Operations Manager other responsibilities and essential duties may include but are not limited to the following • High level of confidentiality • Field managers calls if needed • Maintain access to outlook calendar and coordinates meeting requests • Coordinates monthly division meetings, lunches, and other day-to-day needs of DMs / OMs • Use Concur Travel and Expense to book travel and complete expense reports • Gather and review monthly time for division • May create and distribute owner contracts and change orders in AIA Education - Skills - Knowledge - Qualifications & Experience • Bachelor's degree preferred • Minimum of five years of work experience in an office environment • Strong verbal and written communication skills • Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint • Working proficiency in Bluebeam strongly preferred • Aptitude to learn new computer applications and software • Excellent customer service skills • Positive attitude • Proven self-starter • Detailed oriented with the ability to recognize discrepancies • Ability to work in a team environment as well as independently • Must thrive in a fast-paced work environment • Ability to successfully prioritize multiple tasks with competing deadlines • Ability to maintain a high level of confidentiality • Obtain notary certification in applicable county The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.