Project Manager Assistant

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Job Description for Project Manager Assistant

Employer Information
Organization Name: Carl A. Nelson & Company
Job Department: Project Manager Assistant
Reports to: Assistant to the President
Job Location: Cedar Falls, IA Office
FLSA Status: Non-Exempt

Principal Objective of Position:
Work with various Project Managers (PMs), Field Engineers (FEs), and Superintendents to provide administrative support throughout the entire life-cycle of projects from bidding to close-out and preparation and distribution of Operations & Maintenance Manuals. Assist with tracking of contractual compliance requirements of the Company and subcontractors. Assist in maintaining electronic files of project information according to Company policy. Perform record retention functions according to Company policy.

Job Functions:

• Create and maintain project files for the PMs, FEs, and Superintendents.
• Interact with others on PM’s or FEs behalf including subcontractors, material suppliers, and co-workers.
• Receive messages and documentation via various means; copy, print, or scan documentation received, including blueprints, as needed and distribute using an appropriate distribution method to others and/or retain in files as appropriate.
• Compose or otherwise prepare letters, memos, transmittals, and other documents as needed using an appropriate method and following Company guidelines.
• Compile information for reports or correspondence.
• Prepare packages for delivery using an appropriate delivery method, including registered, certified, and insured mail, third-party delivery service, etc., and record for correct posting of job cost.
• Schedule appointments, arrange conference calls and web-based meetings, and maintain a calendar.
• Schedule meetings, prepare meeting materials, prepare conference rooms for meetings, and take minutes as needed.
• Make travel arrangements and prepare itineraries and travel directions.
• Maintain contact list for projects, including contact names, telephone/fax numbers, etc.
• Prepare and submit for approval AIA Documents (including monthly pay applications on CM projects), Consensus Docs contracts, work orders, purchase orders, contract and subcontract documents, change orders, and other documents as required according to Company policies and procedures.
• Proof-read and check own work and others’ work, including work of PM, subcontractors, etc., ensuring it is free of errors and complies with Company policies or contractual requirements.
• Assist with maintaining construction schedules.
• Maintain Submittal Logs.
• Scan, save, and file all fully executed subcontracts, purchase orders, and change orders, and update Timberline commitment records as received. Also includes tracking the ones not received and follow up.
• Maintain bidders listing in ISQFT on projects bidding, along with sending out invites, addendums, and making phone calls for prospective bidders.
• Verify and follow up on all subcontractor and material supplier insurance certificates and endorsements with correct coverages and expiration dates.

Other Functions:

• Update work order list, blueprint archives, and bidding schedule.
• Provide back-up for other Project Manager Assistants as needed.
• Run various errands as needed.
• Perform other duties as required by business needs.
• Order all office supplies and miscellaneous supplies needed for the office.

Education:

• High School Diploma (or GED or High School Equivalence Certificate).
• Additional education in related subjects preferred.

Experience:

• Three to five years of related experience, preferably within the construction industry.
• Prior experience with Sage 300 Construction and Real Estate software preferred.

Position Type/Expected Hours of Work:

This is a full-time position. Standard hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m., totaling 40 hours per week. Hours may fluctuate depending on needs and workload. Some overtime may be required based on Company policy.

Key Skills and Abilities:

• Working knowledge of the Company’s Policies and Procedures related to the position.
• Working knowledge of all office equipment (printers, copiers, etc.).
• Working knowledge of administrative and clerical procedures and systems such as word processing, managing files, and records.
• General knowledge of the Company’s subcontractor prequalification procedures.
• Strong English verbal and written communication skills.
• General knowledge of telephone system hardware and voicemail functions.
• General knowledge of arithmetic, algebra, and their applications, and using mathematics to solve problems.
• General knowledge of basic functions of spreadsheet software.
• Ability to understand written documents.
• Ability to understand and follow flowcharts.
• Ability to communicate effectively verbally or in writing as appropriate for the needs of the audience.
• Ability to understand the implications of new information for both current and future problem-solving and decision-making.
• Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Ability to be aware of others' reactions and understand why they react as they do.
• Ability to work individually or as part of a team.

Leadership:

• Managing one's own time, including preparation and effective use of schedules, checklists, and reminders.
• Perform effectively in environments with frequent workload changes and competing demands.
• Perform repetitive work according to set procedures.
• Perform with frequent interruptions and/or distractions.
• Set priorities which accurately reflect the relative importance of job responsibilities.
• Adjust priorities quickly as circumstances dictate.
• Prioritize assignments and complete work in a timely manner.
• Work independently and follow through on assignments with minimal direction.
• Make appropriate job decisions following standard office policies and past precedents.
• Establish and maintain cooperative working relationships with co-workers and the public.
• Monitor/assess performance of yourself to make improvements or take corrective action. Identify problems and review related information to develop and evaluate options and implement solutions.
• Adjust own actions in relation to others' actions.
• Review own work for accuracy.

Physical Demands and Requirements:

• Sitting up to 8 hours.
• Standing variable – up to 2 hours.
• Repetitive motions.
• Lifting up to 40 lbs.
• Walking and climbing stairs.
• Reaching with hands and arms.
• Stooping, bending, kneeling.
• Use of hands and fingers to handle, feel, and operate office or other equipment or machines.
• Normal or corrected normal vision and hearing.
• Clear speech.
• Extensive use of computer keyboards and screens.

Work Environment:

• Indoors, environmentally controlled.
• Deadlines.
• Frequent contact with others, including external and internal customers and vendors through e-mail, face-to-face discussions, letters and memos, and telephone.
• Will at times have to deal with conflict situations.
• Accuracy of work is critical.
• Frequent interruptions.
• Fluctuating workload.
• Repetitive tasks.
• Working individually or with a group or team.
• May require some overtime subject to Company policies.

Tools and Technology Used:

• Desktop computers.
• 10-key calculators.
• Office equipment (phones, copiers, scanners, etc.).

Software:

• Sage 300 Construction and Real Estate accounting and job cost software.
• iSqFt online bid management software.
• Microsoft Office Suite (Word, Excel, Outlook).
• Adobe Acrobat Pro and/or Bluebeam.
• AIA Contract Documents.
• Consensus Docs contract software.
• UPS Worldship.