Project/Field Assistant

Job Summary
The primary responsibility of the Project/Field Assistant is to assist with the administrative and secretarial duties of the group/office, much of which is of a sensitive and confidential nature.

Responsibilities

The following statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of personnel so classified. Type correspondence, meeting minutes, compile required documents in standard company format, etc.
May prepare own correspondence and compose for signature as directed.
Develop and maintain filing system.
Answer telephones, take messages, screen and handle routine items.
Maintain supervisor's calendar; arrange and schedule meetings; coordinate business and client meetings.
Open and distribute mail for project/department.
Arrange for travel, hotel, and car reservations.
May assist in the maintenance and update of accounting reports.
Assists in the preparation, compilation and distribution of monthly reports.
Handle and/or administer confidential documents.
May function as a liaison between supervisor and other company personnel.
Have knowledge of company organization, policies, practices and personnel in order to carry out responsibilities. PROJECT/FIELD DUTIES AND RESPONSIBILITIES Obtain appointment as a notary public as required.
Set up, maintain and prepare timesheets, Workers Compensation forms, and arrange for temporary office personnel, if needed.
Prepare all bid document packages, distribute and track from initial stages of bid solicitation to contract signing.
Prepare, distribute and track (logs) including, but not limited to, scope changes, purchase orders, insurance, contract, project and shop drawings to owner, trade/subcontractors and project staff.
In field office, order and maintain office supplies, first aid kit, vendor supplies and office machinery.
May Maintain and update accounting, safety and various project reports.
May help trade/subcontractors understand processes required for payment, etc., and verify trade/subcontractor information is current prior to Accounts Payable submission.
May assist in monthly billings to owners and track payment.
Coordinate job deliveries and pick-ups.
May prepare, track and draft change orders for the project manager's signature.
May keep track of project budget.
Close out and archive project files, and assists with closeout manuals.
Be supportive of and involved in the quality program.
Understand, assist with, and participate in the Project Quality Planning process.

Minimum Requirements

Two-year business and/or secretarial school.
2 to 5 years of work experience.
Excellent proofreading and grammar skills required.
Preferred shorthand or fast longhand skills.
Proven ability in planning, organizing and implementing work priorities.
Proven ability to perform a variety of critical and often confidential tasks with constantly changing priorities.
Proven ability to meet deadlines, carry through assignments and exhibit accuracy and neatness.
Proven ability to interact, develop and maintain a positive working relationship with personnel on all levels, both within the company and with clients.
Proven proficiency in word processing (55 WPM) including proficiency in current corporate software packages.
Proficiency in operation of standard office equipment.
Construction terminology and construction work experience preferred.

Job ID 2461