Project Assistant

The Project Assistant is responsible for performing the daily administrative tasks required to maintain communications and record keeping throughout the life of an individual project or group of projects. Project Assistants also support general office functions within the department and the company as a whole.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Submit and receive transmittals to and from customers, subcontractors and work site personnel.
• Review, sort, print, save and file project emails and other correspondence.
• Creates, edits and corrects outgoing correspondence
• Create and maintain files of customer acceptance/rejection communications.
• Create and maintain DSRs and job specific spreadsheets.
• File reports, transmittal letters, calculations and manuals.
• Handles FedEx shipping/tracking functions.
• Assembles, organizes and hyperlinks complex Bluebeam documents.
• Must be able to work with confidential information and ensure the security of this information
• Coordinates meeting rooms, meeting agendas and calls with customers and vendors
• Preparation of project documentation including scanning, printing, stamping, filing, boxing and shipping to designated customers and vendors.
• Distributes information to the team
• Creates Transmittal Documents
• Interfaces with multiple departments
• Additional responsibilities as requested by Leadership

EXPECTATIONS:

• Performs quality work within deadlines with or without direct supervision.
• Interacts professionally with other employees and customers.
• Works effectively as a team contributor on all assignments.
• Works independently while understanding the necessity for communicating and coordinating work efforts. with other employees and organizations.
• Communicates regularly with supervisor about Department issues.
• Should be self-motivated and a good communicator.
• Must have clean driving record; use of company vehicles is a requirement for this position.

EDUCATION AND EXPERIENCE:

• Associates degree preferred (High School diploma along with 1-2 years of experience will be considered in lieu of associates degree).
• 3-5 years of practical experience preferred.
• Knowledge of Microsoft Excel, Word and Outlook.
• Strong background in Bluebeam and network filing and organization systems.
• General knowledge of Microsoft Access is preferred

WORKING CONDITIONS:

• Office environment with minimal exposure to dust, noise, and other environmental hazards.
• Occasional use of company vehicle for errands.
• Occasional overtime is required to meet project deadlines.