Project Support Specialist

Project Support Specialist

Indianapolis, IN

Overview

Position Type Full Time Job Shift Day Category Admin - Clerical

Job Purpose

Responsible for supporting the project teams, Regional Managers and/or Directors of Operations, and the Director of Project Solutions for managing, maintaining, and tracking project flow within the team. The Project Support Specialist is an integral part of the project team responsible for the facilitation of construction projects.

Areas of focus include the following Objective Key Results:

Compliance – Adherence to operations performance relative to standard operating procedures (SOPs), project controls, and Shook's operations manual.

Support – Maintain and communicate resources and workflow across the project team. Deliver consistency across the project team related to project management and closeouts.

Essential Duties

The individual in this position is expected to be able to successfully perform the following duties and responsibilities according to Shook's Policies and Procedures and established business practices. This individual will have the best opportunity to succeed in this position by embracing Shook's Mission / Vision / Values.

Operational Excellence

• Follow standard operating procedures (SOPs), project controls, and procedures and processes for the project team.
• Support regular company social events to foster culture and team building.
• Acquiring information for new vendors/subcontractors/suppliers in a timely manner to maintain project schedules, while maintaining a Project Directory within Viewpoint and Autodesk Build.
• Issuing and tracking Subcontracts/Purchase Orders compliant with Shook's SOPs.
• Responsible for submitting and tracking all permits.
• Working closely with the project team to assemble and collect all Closeout Documents.
• Coordinating and maintaining job-specific resources i.e., jobsite trailer supplies, and plans.
• Managing organized working files within AutoDesk Build.
• Assisting with administrative responsibilities within the local office as a designated backup.
• Organize & maintain project files & databases.
• Assistance with jobsite utilities and accounts is required.
• Other project team responsibilities or duties as assigned by the supervisor.
• Assistance with the Pay application process.
• Assist in diversity tracking.
• Facilitate certified payroll, and project-specific state and federal compliance.
• Facilitate Risk Management Plans for subcontractors and vendors.
• Maintain and record Notice of Furnishings and sub-tier listings.
• Tracking and maintaining Lien Waivers.
• Secure and maintain compliance items.
• Assist with monthly reports that are to be distributed to clients and partners.
• Assist with GC Pay.
• Utilization of the OAKS system with projects that require this platform.
• Assist with pre-task plans and safety plans from vendors.
• Assist with Buy American/ASI documentation.

Leadership, Communication & Consistency

• Manage, prioritize, and communicate resources and workflow across the project team.
• Ensure project-specific process adherence across company operations.
• Assist in covering responsibilities across Project Support Specialists and the project teams.
• Prioritize & coordinate multiple projects to ensure deadlines are met.
• Other project team responsibilities or duties as assigned by the supervisor.

This Job description is not all-inclusive. Other duties and responsibilities may be assigned from time to time and this job description may be revised with or without notice.

Reporting Relationships

The position reports directly to the Project Support Manager

The position reports indirectly to the Project management teams (i.e., RM and DO, PM, Superintendent, PE)

Directly reporting to this position are: N/A

Competencies

• Strong problem-solving abilities with sound judgment and tolerance for a high-pressure and dynamic environment.
• Strong interpersonal skills.
• Results-oriented to ensure delivery of services in an accurate, complete, and timely fashion.
• Ability to project a positive attitude and maintain high morale.
• Able to multi-task and effectively prioritize work.
• Able to ask for help and recognize when she/he is not working efficiently.
• Over-communicate with the project team to ensure they have all the information necessary to plan, act, and achieve the strategic objectives.
• Ability to communicate well with others and develop positive relationships with colleagues.
• Excellent computer skills, organizational skills, ability to analyze information, attention to detail, multitasking & time management skills.
• Strong knowledge & experience in the following areas: project set-up, project info, project cost, building start-up & administrative closeout processes.
• Proficient computer skills in Microsoft Office Suite, AutoDesk Build, DocuSign, Vista, and Bluebeam.
• Familiarity with permitting systems.
• Passionate about learning and applying new technologies, concepts, and innovative solutions.
• Notary Public (within 30 days)
• AutoDesk Build
• Strong personal integrity and has the highest ethical standards.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• High School Diploma; associate's degree in construction management or business administration preferred.
• 2+ years of experience in a construction-related industry, or have grown through Shook's career path leading to this role.
• Previous office experience is required.
• Strong organizational skills, detail orientation, and multitasking capabilities are required.
• A valid Driver's License is required.
• Construction-related experience, certifications, and training are highly desirable.

Language Skills:

Ability to read and comprehend instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

Technically proficient in Microsoft Office and Outlook as well as Shook ERP systems (Viewpoint and Paperless) and Autodesk Build. OAKS, GC Pay, and Paycom are a plus.

Certificates, Licenses and Registrations:

Must have a valid driver's license.

Notary Public certification is required.

Physical Demands:

Occasionally must stand, walk, sit, reach with hands and arms, and climb and balance. Must be able to talk, hear, taste, and smell and use hands to finger, handle and feel. Seldom may have to stoop, crouch, or crawl. May need to occasionally lift up to 10 lbs. The following are the vision requirements for the job: physical, close, distance, color, peripheral, depth perception, and ability to adjust focus.

Work Environment:

The noise level in the work environment is usually quiet.