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Project Assistant


Job Code: 03-2021-PPA-004
Union: Admin/Non Union Employee
FT/PT Status: Regular Full Time


Project Assistant

Coordinate and assist Project Managers and Project Engineers with various project related administrative activities.

Tasks Include but are not limited to:
  • Prepare and send preliminary notices on each project. Includes requesting information from clients when not readily available, updating prelien log, tracking notices, and saving completed prelims in job folders.
  • Process invoices through Timberscan software. Includes researching, applying and updating commitments. Will be communicating often with accounting departments to ensure invoices are processed correctly and in a timely manner.
  • Complete process of all lower tier agreements (subcontracts, POs, work authorizations, etc.) Includes preparation and issuance of agreements and supporting documents, tracking of all compliance items and obtaining signatures. Proposed changes to be discussed with PM/PE and then submitted to Contracts Administrator for thorough review.
  • Commitments - Initial entry of lower tier commitments, track and update when necessary.
  • Maintain detailed logs to track status of subcontracts, P.O.s, Hauler Agreements, Insurance, Change Orders and other required documents from each subcontractor and supplier. Request missing documents when needed.
  • Request updated insurance certificates for each subcontractor and/or supplier when current certificates have expired (Includes reviewing and requesting on a monthly basis).
  • Soft file all subcontracts, P.O.'s, work orders / authorizations and certificates of insurance for each project. File Hard copies as required.
  • Complete process of lower tier change orders (prepare and issue COs, track, obtain signatures).
  • Help PM and PE with EWO logs.
  • When notified by accounting on Wednesday afternoons, pull project cost information from various accounting systems and update weekly forecasting sheets for PM processing and approval. Notify PM of forecast readiness by Thursday mornings/afternoons On Mondays, after PM completion (deadline is 1pm), enter all forecasts (changes in costs and revenue) into overall spreadsheet and submit for review. Research any discrepancies and review with PM.
  • Generate job start-up folder electronically as directed by PM/PE. Meet with team for instructions on what items to Help PM and PE with other miscellaneous projects and needs associated with project. Do whatever it takes.
  • Apply for new business licenses as necessary. Complete process from beginning to end (obtaining business license).

PM21

Skills/Qualifications: Ability to use Microsoft Outlook, Microsoft Excel and Word, Microsoft calendar, Adobe, Bluebeam, Timberline/Timberscan Accounting program, and office equipment. Must be able to work well independently as well as with various departments and teams. Must have strong communication and multitasking skills. Valid Driver's License is required.

Posted
06/10/2021
Type
Full time
Salary Range
$37,000.00 - 63,000.00
per Year
Salary range estimated by
Location
Milpitas, CA 95035, US