Project Administrative Assistant

Job Responsibilities:

1. Provide clerical support for the project. These tasks may include, a) typing meeting minutes, b) processing and inputting submittals, c) typing all correspondence, d) PTO tracking for staff, e) updating the project contact directory, f) coordinate, update, and issue kick-off meetings and packages, g) issue invitations and maintain job site conference room meeting calendar h) assist in managing specific job site requirements based on Owner policy requirements
2. Establish and maintain project files per Company guidelines. These project files are to be maintained electronically in our ERP CMiC and as needed on project file servers.
3. Assemble, organize and issue monthly Project Status reports well as Quarterly Reports for Owner and Corporate offices. Ensure that Status reports are electronically saved to Sharefile.
4. Assist accounting staff with gathering, organizing, and data entry and Accounting support for monthly billing in CMiC. Duties include:
   
   
   
   1. issuing emails to Subcontractor and Vendors for billing,
   2. reviewing billing for accuracy,
   3. uploading and data entry to enter billing into CMiC,
   4. compile the bill & issue to the Owner/Architect monthly and e) tracking /expediting the invoice until payment is received.
   
   
5. Support site personnel with tracking safety compliance for the project, including but not limited to a) tracking subcontractor safety manuals, b) updating the Site Safety Plan, and all safety programs on the Jobsite.
6. Assist field Team by maintaining Project Management logs and processes which may include, but are not limited to, a) Tool/Equipment Log, b) PCI/Ticket Log, c) ETIME, d) ordering field supplies, and f) document management logs.
7. Assist Project Management with gathering, and organizing closeout documentation according to Project Specifications
8. Gather, organize and track certified payroll from subcontractors. Assemble monthly EEO Reports and if necessary, support the Project Manager in meetings with the Owner, City of Philadelphia, City of New York or LFD Corporate Office.
9. Maintain, track and update insurance log and program in Vertikal and contact Subcontractors/Vendors with any deficiencies. If applicable manage and maintain CCIP/OCIP programs with all applicable parties.
10. Act as a liaison for Project Managers in dealing with Subcontractors, Architects and other professionals who may contact the Project Manager as well as promote positive Owner/Client relationships.
11. Ensure the Project is fully Compliant with company Compliance KPI's.
12. Obtain PA Notary Certification in the first six months of employment and notarize all project documents requiring a notary.
13. Assist other main office administrative assistants as needed. This can include organizing meetings and arranging conference rooms

Qualifications:

• Associate's Degree in business administration or related field.
• Minimum of 3+ years of experience in office services
• The ideal candidate will have 2+ years of experience for a commercial general contractor or related trade.
• Ability to handle multiple issues/projects and support multiple employees' administrative needs with minimum supervision.
• Excellent communication skills, organizational skills, and clerical skills.
• Excellent computer skills: Proficiency in Microsoft Office Suite required
• Experience with DocuSign, Bluebeam, and CMiC a plus