Project Assistant/Office Manager

The Project Assistant is responsible for the administrative processes related to a construction project lifecycle as well as receptionist duties. This position supports construction operations from "concept-to-completion" by providing administrative support to the project team including project engineers, project managers and superintendents. By request, this position may provide administrative support to senior leadership involving confidential and sensitive matters. The Project Assistant will also fill the role of office receptionist. Duties include but not limited to:

• Act as receptionist to answer phones and other front office reception and administration duties
• Maintain the condition of all common areas and conference rooms; may perform meeting and conference room/event set up
• Process incoming and outgoing mail, packages and courier deliveries
• Inventory, order and distribute office supplies
• Keep kitchen area stocked and clean including maintenance of coffee station and water
• Ensure office equipment is functioning properly including maintain paper by and in all copy, fax and print machines
• Set up projects and create job books for the project team 
• Request a new vendor set up; communicate the need for a Form W-9 to vendor and follow up on request
• Follow up with subcontractors to ensure all contracts are executed and documents are on file for close-out process
• Transcribe construction documents (i.e. meeting minutes, project correspondence, contracts, change orders, purchase orders, etc.)
• Prepare and issue subcontracts, purchase orders and change orders
• Order prints, construction plans and drawings
• Create, modify and maintain owner contracts using AIA Software
• Prepare monthly owner billings 
• Post and update bid documents 
• Notarize project documents
• May provide administrative support for joint venture arrangements and mentor-protege partnerships
• File and organize office records
• Assist with special projects
• Other duties and responsibilities as assigned

• High School diploma or equivalent; Associate's degree preferred
• 2+ years' experience in an administrative support role in a professional office environment; Industry experience preferred
• Proficiency with Microsoft SharePoint; Microsoft Office including Word, Excel and Outlook; Working knowledge of Vista by Viewpoint and AIA Contract Documents preferred
• Notary or willing to become notary
• Strong communication skills - both written and verbal
• Strong customer service focus and commitment
• Must be able to take direction but work independently
• Must be able to take initiative and be part of the solution
• Ability to interact with all levels of the organization in a professional manner
• Ability to maintain confidentiality