Project Manager Assistant - Commercial

Job Description

Job Description

The Project Manager Assistant (PMA) is responsible for assisting the Project Manger to coordinating the post-sale process from the contract award to the final delivery of the project. This includes managing the functions of planning, organizing, and executing the project to ensure the project is delivered on time, on budget and to the highest quality standards. The Project Manager Assistant serves as support role to the Project Manger to assist with document management, procurement, submittal management, RFI management, change order management, material sample packages, scheduling and other tasks to help ensure a successful project.

Essential Duties and Responsibilities

Assisting Project Administration & Schedule

• The PMA will assist with the project submittals and RFIs and help maintain a log for each project.
• The PMA will assist with the project submittals with material and stain samples; and manage the sample inventory.
• The PMA will assist in creating and managing schedules/milestones with internal stakeholders to ensure the project is on track as per the contract requirements.
• Participate and record production meetings to review the progress of the project and make sure all relevant information is available and communicated.
• Helping to compile information for change order requests. This would include gathering material quotes and labor hours from the shop or construction team when it's a cost-plus change order.
• Assist with contract reviews. Compiling final contract redlines from the various reviews into one document to send to client.
• Assisting to update internal schedules for drawing due dates, delivery dates, production dates and installation dates.
• Assist with Pay applications - initial preparation each month for the PM to review.
• Assist with lien waivers from vendors.

Assisting with Procurement & Material Planning

• Gathering material quotes from suppliers.
• Assisting with supplier selection, getting and working with purchasing to get PO's out in a timely manner.
• Maintain a pending PO log to track orders that need PO's from our purchaser.
• Once material is ordered, confirm delivery dates and follow up with supplier periodically to ensure delivery dates are met.
• Work with QC manager to assist the PM In the pre-shipment process ensuring the adherence to quality and engineering standards are met and that all parts are accounted for prior to shipping.

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Knowledge, Skills and Abilities

• Understanding of the construction industry and/or related field.
• Proficient in software packages such as Bluebeam Revu, Microsoft Outlook, Word and Excel.
• Knowledge working in schedule management software such as Microsoft Project would be an added asset.
• Ability to manage their time to work on multiple projects simultaneously, ensuring that timelines, other expectations are met.
• Must be organized, detail oriented, with time management skills.
• Excellent communication skills, including the ability to have difficult and adaptive conversations with internal and external stakeholders. Be proactive in communication and have the ability to influence others for win-win solutions.
• Must demonstrate analytical skills to assess project risks, project priorities that are changing on a regular basis.
• Must have strong problem solving and critical thinking skills.
• Strong emotional intelligence including self-awareness and understand the importance of continuous improvement.
• Capable of working in a dynamic, fast-paced environment.
• Capable of managing a variety of complex project tasks simultaneously.
• Highly adaptable and professional.
• Strong interpersonal skills.
• Ability to work independently as well as in a team environment.

Physical Demands/Requirements:

• 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. If the employee needs reasonable accommodation, he/she should notify Human Resources.
• Individuals may need to sit or stand as needed. May require walking primarily on a level surface for periodic periods throughout the day. Reaching above shoulder height or below the waist and lifting as required filing documents or storing materials throughout the workday. Proper lifting techniques are required. May include lifting to 25 pounds for files on occasion.

Work Conditions and Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. For the most part ambient room temperatures, lighting, and traditional office equipment as found in a typical office environment.