Assistant Project Manager (HCC)

Job Description

Job Description

Summary Duties and Responsibilities:

Perform the duties necessary to assist in the management projects and support the field operations of the organization.   Implement procedures and policies of HCC.  Report (written and verbal) pertinent information to the immediate supervisor.   Also responsible for performing a variety of accounting, administrative, permitting, and subcontract management duties.

Essential Functions and Work Duties:  

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff.  Additional work functions and duties may be assigned.

• Provide administrative support to the assigned project manager and other staff of HAND Construction Company.

Administrative

1. Telephone calls to subcontractors, vendors and government agencies to pick up/return plans.
2. Coordinates specific work tasks with other personnel within the department as well as with other departments in order to ensure the smooth and accurate flow of information.
3. Prepares SWPPP and Dust Control permits.

Drawings

1. Manage document log and plan distribution
2. Log all drawings (new sheets and revisions) into Procore and shared drive.
3. Manage the plan check and permitting process
4. Manage the revision process
5. Verify/coordinate with reprographic company to ensure their files are updated with any new and revised plans.
6. Prepare distribution transmittals to track all drawing distributions.
7. Order drawings electronically, as necessary, for subcontractors, and HAND Construction.
8. Maintain an accurate set of plans: revised sheets are inserted and the old sheets are X’d out, but not removed.
9. Make sure the field has the documents necessary to build the project.
10. Manage RFI’s

Procurement process

1. Prepare bid notices and advertisements.
2. Coordinate with local municipalities for pre-bid conference and bid opening dates.
3. Prepare project manual.
4. Coordinate bidding document process with reprographic company and plan rooms.
5. Prepare requests for proposals (RFP’s).
6. Modify scopes of work, update constantly as new issues arrive.
7. Answer questions of bidders and/or forward to EVP for review.
8. Prepare subcontract abstract and schedules of value.

Subcontracts

1. Prepare abstracts.
2. Prepare separate boilerplate contracts for all new projects.  Each boilerplate is customized for the project, and includes ownership, lender, scopes of work, insurance requirements, lien releases, schedules of value, and plan logs.
3. Update verbiage in contracts, for compliance with governing statutes, insurance requirements, etc. as necessary.
4. Manage contract preparation by contract administrator.
5. Review contract for correctness prior to be sent to subcontractor.
6. Review subcontract when returned from subcontractor to ensure all contract documentation is received before EVP signs.
7. Analyze bid proposals and change order requests.
8. Manage the submittal process.

Schedules

1. Proficiency in scheduling nomenclature
2. Be able to update progress.
3. Share suggestions about activities (add, remove, modify)

Accounting

1. Set up new vendors and subcontracts into the accounting database.
2. Review all subcontractor invoices and verify either as subcontract work or change order/purchase order work and bring questionable items to supervisors.
3. Cost code invoices for payment from appropriate budget allocations.
4. Prepare change orders to subcontracts, and follow-up with subcontractor on signing and returning these.
5. Enter approvals into Timberline for all signed change orders.
6. Assist the accounting staff in requesting final, progress and retention billings from subcontractors.

Utility Coordination

1. Complete required utility forms for all utility companies (NV Energy, Embarq, COX, and Southwest Gas).
2. Coordinate with electrical engineer for accurate information.
3. Submit forms to utility companies along with a set of drawings for review.
4. Coordinate for Pre-design meetings if required.
5. Follow up with utility companies for design time frame
6. Orders Jones Valves from LVVWD for temporary construction water usage.
7. Prepare for meter sets.

Project Close Out

1. Send out Notice of Completions to Subcontractor via certified mail
2. Send out warranty request letters
3. Prepare (3) Owner Manuals; should include warranty letters, maintenance manuals and as-builts
4. Distribute Owner’s Manual to HPM and Property
5. Provide a current set of plans to Property
6. Process bond releases
7. Clean up all the files and plans and move to storage.
8. Collate all revisions into one final “as-built” set for records storage. 

• Maintain a clean, organized, and orderly field office always.
• Maintain positive relationships with subcontractors and consultants.

• Assist on other projects as needed.

• Interact with office staff as needed.

• Perform other duties as from time to time may be determined necessary for the well-being of the total operation.

• Coordinate specific work tasks with other personnel within the department as well as with other departments to ensure the smooth and accurate flow of work and information.

• Work closely with consultants on programs/certifications (e.g., LISEP, LEED)

• Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed upon individual circumstances.

Education and/or Experience

• B.S. degree in a business or construction-related program.  In lieu of the degree must have at least five years of experience in an administrative capacity in the construction industry.

• Two (2) years’ experience (accounting, contracts, permit processing, and tracking of plans) in residential development and construction preferred. 

• Five (5) years of multifamily construction experience.

Other Skills and Abilities

• Ability to read, write, and speak in English.

• Proficient oral and written communication, reading/comprehension, and arithmetic skills.

• Effective interpersonal relationship and communicative skills.

• Proficient typing and PC skills.

• Ability to manage field operations and decision-making regarding all field construction activities.

• Proficient at reading plans and reports.

• Knowledge of all applicable building codes.

• Ability to effectively interact with building inspectors.

• Knowledge of all construction trades.