Project Manager Assistant

JOB DESCRIPTION 

¾PROJECT MANAGER ASSISTANT¾

CRITICAL ROLE

Responsible for assisting the Project Managers in all aspects of the projects assigned, effectively and efficiently.

REPORTING RELATIONSHIPS

The Project Manager Assistant reports directly to the Project Manager.  

RESPONSIBILITIES 

1. Assist in preparing estimates and invitations to bid as directed by the Project Manager.
2. Assist PM with bidding process (prepare invitation to Bid, keep Job Status Log up to date, etc).
3. Assist PM with client proposals and contracts.
4. Assist PM with generating subcontractors’ bids, agreements, scopes, warranties, etc.
5. Manage and maintain job files for assigned projects.
6. Distribute and track all project correspondence, actively utilize the PM Procedure Manual, and provide updates or improvement recommendations as needed.
7. Follow company’s file naming protocol. 
8. Assist in seeking and qualifying new subcontractors that meet DL Morse standards and values. 
9. Maintain job folders in Raken and z drive.
10. Complete all tasks assigned to the PMA as outlined in the Project Manager Binder.
11. Download pictures and daily job reports to Company server. 
12. Manage and update job status logs. 
13. Follow-up with subcontractors missing paperwork. 
14. Maintain all required project documentation in Raken (scopes, codes, plans, safety documents, etc).
15. Manage logistics for assigned projects. 
16. Complete the Superintendent Job Binder for assigned projects.
17. Attend pre-construction meetings for assigned projects. 
18. Research municipality requirements for assigned projects.
19. Handle shipping and receiving of materials for assigned projects. 
20. Perform post-construction responsibilities, including closeout documentation, scanning redlined drawings, obtaining Certificates of Occupancy, and warranty documentation.
21. Prepare and file the post-construction evaluation form in coordination with the Project Manager.

REQUIREMENTS

Skills, Knowledge and Abilities                                                                                                                                          

1. Demonstrate ability to read and understand policies, schedules, manuals and basic blueprints.
2. Ability to effectively manage multiple projects at one time.
3. Demonstrate proficiency in time management and organizational skills. 
4. Effectively communicate both verbally and in writing.
5. Demonstrate proficiency in basic computer skills including; Microsoft Office, Dropbox, PDF documents, printer, scanner and email, and ability to learn Company’s Accounting & Project Management software.
6. Ability to correspond with many levels of professionals, staff and regulatory agencies.
7. Ability to professionally articulate company policies, standards and culture.
8. Ability to calculate basic math equations to perform duties accurately and efficiently.
9. Knowledge of industry trends and practices.
10. Ability to guide, direct, and coordinate document flow and communications in an efficient manner. 

Education                                                                                                                                                                                               

Preferred: Associates Degree in Business Administration or related field

Experience                                                                                                                                                                                              

          Required: Minimum of 1 year experience in similar setting

          Preferred: 2 or more years’ experience in similar setting

Working Conditions                                                                                                                                                                             

This position will be working with office equipment and others in an office setting, and will require occasional on site visits.

REPORTING RELATIONSHIPS

ACKNOWLEDGEMENT 

I can perform the necessary job duties   o  with  or   o  without  reasonable accommodation.   

I have read and understand the requirements of this position.  I further understand that this is a summary of job responsibilities and does not imply contractual relationships and is subject to change in order to meet organizational needs.