Construction Project Manager Admin Assistant

Job Description

Job Description

Job description

I. Goal: Serves as primary coordinator of Field Operations and assistant to Raleigh Project Managers and Estimators.

II. Hours:

Monday – Thursday 7:00 a.m. to 4:30 p.m., Friday 7:00 to 1:00 pm, Overtime as needed.

ESSENTIAL DUTIES AND RESPONSIBILITES include the following -- Other duties may be assigned:

1. Receive NTP/LOI/Contract for awarded projects from GC’s

a. Process contract and all applicable required documentation such as COI, W9, etc. Return Contract to GC per their requirements.

b. Link contract and all documentation in Vista Construction Software (Viewpoint)

2. Prepare project submittals based on Finish Schedule by requesting samples from manufacturers of all finishes (paint, wallcovering, etc.). Prepare submittal books and submit to GC for approval. Track and follow up on Submittals until approved.

3. Submit RFI’s for any missing finishes or information. Track/follow up until RFI is satisfied/closed.

4. Prepare Field Package consisting of Work Order, scope of work, marked up/colored architectural drawings, samples, and all other applicable documentation needed by field staff to complete project

a. Upload field package to web-based software for mobile accessibility.

5. Coordinate scheduling of project with Superintendent

a. Work with Superintendent/Safety Director to submit badging, drug testing, background checks as needed/required for project.

6. Review field package with PM prior to project handoff with Superintendents

7. Order specialty finishes/wallcovering as needed. Track ship date, and alert PM to arrival for scheduling of Installer

a. Schedule Installers as directed by Superintendent/Project Manager

8. Prepare Change Order Requests as they come in from GC or as Field Staff alerts to changes made onsite.

a. Work with PM to draft cost and submit to GC.

b. Enter into Vista Construction Software, track, follow up as needed, continue to approval.

c. Process GC change orders as approved, prepare for billing.

9. Use Job Cost Reports to work with PM to prepare monthly billings based on cost reports, schedule, project progress, etc.

a. Enter all draft monthly billings into Vista Construction Software and work with AR Department to submit to GC.

10. Prepare project closeouts at completion of project as required/requested by GC, including warranty, attic stock etc.

a. Prepare job file to be closed out. Prepare final billings.

11. Screen calls for PMs and Officers

12. Assist Project Managers in day-to-day tasks, scheduling, etc.

13. Form relationships and assist clients with needs

14. Coordinate insurance renewal and work with insurance company to select COI’s needed at renewal

15. Special projects/other assigned duties

III. Pre-Con Assistant

1. Responsible for all bid requests, responses, follow-up and updating of bid list

2. Bidding and all bid forms

3. Attend weekly bid meeting and organize results

4. Pre-Qualification Statements: Coordinate, update and submit for all brands

5. Brochures

6. Company information updated – usually goes with Pre-Qualifications

7. Pricing of materials for estimates from suppliers

8. Reply to requests for information (R.F.I.’s)

9. Download plans and setup folders for upcoming bids

10. Assist Estimators as needed

11. Keep bids from being duplicated – setup system to do so

12. Follow up with project managers to track bid results

13. Track hit to bid ratio

14. Streamline the bidding process

15. Timely responses to customers

16. Learn the Edge and Planswift to coordinate read only info

17. Request bid bonds

18. Take Cold Calls and log on spreadsheet

IV. Miscellaneous Tasks/General Requirements

1. Prepare for job site meetings as needed

2. Provide complete support and office back-up to ensure a smooth-running job in the field

3. Coordinate training times as required to maintain certifications for field personnel.

4. Create systems/forms for tracking all operations

5. Obtain feedback from field personnel (e.g., production and coverage rates compared to estimate)

6. Proficient in writing, understanding, and using construction documents

7. Excellent written and verbal communication skills

8. Professional and polished in appearance and speech

9. Self-motivated, punctual and forward thinker

10. Able to manage multiple tasks and have excellent follow up skills

11. Computer literacy required

12. Microsoft Office Suite, Project Management Software

13. Participate in Company sponsored training as made available

V. SUPERVISORY RESPONSIBILITES

This job has no supervisory responsibilities.

VI. EDUCATION and/or EXPERIENCE

Two to Five years related experience and/or training or equivalent combination of education and experience.

VII. LANGUAGE SKILLS

Ability to read and interpret documents such as blueprints, procedure manuals and safety rules. Ability to speak effectively before groups of customers or employees of our Company.

VIII. MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as costs, overhead, profit, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

IX. REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with a variety of abstract and concrete variables in situations where only limited standardization exists. Ability to interpret an extensive variety of technical instructions in written, oral, diagram or schedule form. Ability to organize and prioritize data from several sources.

X. PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to fingers, handle, or feel and talk or hear. The employee frequently is required to sit, stand, and walk; reach with hands and arms and may climb or balance, and stoop. The employee may be required to move or lift up to 25 lbs.

XI. WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to drive a vehicle and should maintain a driver’s license. Normal office conditions with quiet to moderate noise level from office machines will exist.

THIS DESCRIPTION RELECTS MANAGEMENT’S ASSIGNMENT OF ESSENTIAL FUNCTIONS; IT DOES NOT PROSCRIBE OR RESTRICT THE TASKS THAT MAY BE ASSIGNED.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience level:

• 1 year

Schedule:

• 8-hour shift

Ability to commute/relocate:

• Raleigh, NC

Job Type: Full-time

Salary: $19.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8-hour shift
• Overtime

Supplemental pay types:

• Bonus opportunities

Ability to commute/relocate:

• Raleigh, NC: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Project coordination: 1 year (Preferred)

Work Location: In person