Project Manager Assistant

About the Role

The PMA (Project Manager Assistant) / Project Coordinator will be responsible for assisting with the day-to-day operations of projects within the organization. This position will also be responsible for assisting with the onboarding of new clients, providing support to existing clients, and assisting in the coordination of client projects. The Assistant / Coordinator will work closely with Construction and other team members to ensure that project success is achieved through collaboration and communication.

Responsibilities

• Become familiar with responsibilities of PM and the construction projects for which they are responsible.
• Initiate and maintain workflow for all electronic and hard copy paperwork that is associated with projects assigned to Managers (including drawings, submittals, transmittals, PO's and correspondence when applicable).
• Assigning job #'s - criteria for 3digit vs. 4 digit, saving job card, creating job folder on server, emailing to parties, job info sheet, job files, adding job name to job list.
• Setting up a new job in Foundation.
• PO's to Vendors- Foundation, emailing, mailing & tracking, po log.
• CO's to Vendors- Foundation, emailing, mailing & tracking, po log.
• PO's to Subcontractors- Foundation, emailing, mailing & tracking, po log.
• CO's to Subcontractors- Foundation, emailing, mailing & tracking, po log.
• Submittals - new to GC, log, ODB / FDB, returned, re-submittals.
• Change Proposals - log, folders (3digit vs. 4digit), Foundation.
• Change Order Cards - Foundation, update CP log.
• RFI - log, folders.
• COI requests - when, how to request, upload to Foundation.
• Subcontractor COI - update info in Foundation, request from subcontractor.
• Warranty Letters - Foundation, book, log.
• Billings - AIA / Progress vs. Manual, set up 1st time progress, change orders & retainage, with tax.
• TAB reports - filling out the form, scanning drawings.
• Master Subcontract Agreements - welcome package & filling out agreement.
• Master GC Contract log - logging all contracts & change orders, COI requests, scanning billing forms.
• Foundation basics - finding job #, job name, PO inquiry, finding vendor, GC, AR.
• Transmittals - PO / CO, Submittals, Contracts, Closeouts, etc.
• Online Plans - ftp sites; isqFt.
• Archiving Files - on the server move the files from the current jobs folder to the appropriate closed jobs folder; move the physical file to the 2nd file cabinet for 1 month when the next round of archiving happens move them to a box, make sure they stay in numerical order.

Qualifications

Required Skills

Preferred Skills