Project Assistant Jobs

• Keep and maintain project files.
• Facilitate responses to questions regarding projects and research information.
• Coordinate and collaborate on receipt, technical and administrative processing, tracking and return of contractor submittals with project team members including internal project manager and team members and external suppliers and clients; learn, adapt, and train others on use of tracking tools to be responsive to client's needs and expectations.
• Cross check information for completeness and accuracy.
• Log, track, and follow up on project documents including correspondence.
• Requests for Information (RFI's), submittals and shop drawings, etc. and produce monthly progress reports.
• Coordinate and collaborate on scheduling and assembly of design submittal documents, drafting, reprographics, mail services for issuing to client.
• Document control - data entry and electronic and manual mark-up of documents to communicate comments.
• Prepare outgoing mailings and labels, including emails and faxes.
• Organize and maintain filing system.

Minimum Requirements:

• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• 1 year (five years preferred) applicable office/clerical experience.
• Possess organizational, prioritization and time management skills.
• High School Diploma/GED required.
• Advance knowledge in Microsoft Word, Excel, Access, and PowerPoint required.
• Ability to work independently, demonstrating accuracy, reliability, and problem-solving skills.
• Ability to exercise discretion and confidentiality.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e., clients, vendors, business partners, community leaders).

Good to have:

· Assembling and shipping of drawing packages

· Ordering/coordination of catering

· Meeting prep and coordination

· Converting docs from Adobe PDF to Word/Excel (reproducing if necessary)

· Copying & printing reports, sets of 11x17 drawings, BOMs, etc.

· Creating FedEx labels

· Creating/maintaining Drawing Lists

· Creating/Sending Transmittal Letters

· Document Control

· Expense reports

· Ordering materials

· Onboarding new hires

· Project filing

· QC documentation

· Submission management

· Technical writing (specs, reports, proposals, etc.)

· Report formatting (Word/Excel)

· CRM experience