Job Description

The Construction Project Assistant performs day-to-day administrative functions using established systems and procedures and provides support to the administrative and management team. The incumbent is assigned to a project that serves the local community through supporting victims of disasters who apply for funding to repair damaged or destroyed homes. This position may require working overtime or travelling for client/business needs.

Job Duties

· Manages multiple calendars and schedules and coordinates meetings using Outlook, MS Teams, and Zoom

· Coordinates the flow of information from general contractors to the program management team and construction project manager

· Assists in project timeline management in conjunction with general contractors; follows up on open items and task orders; and tracks issues to resolution

· Develops and coordinates schedules and project tasks for assigned general contractors to successfully achieve project goals within the specified scope and budget

· Participates in pre-construction meetings with general contractors and homeowners as needed

· Assists in managing project timetables and completion schedules by prioritizing tasks, accounting for anticipated and unanticipated delays to weather or changes to specifications and plans; makes recommendations to resolve delay issues

· Assists with the review and processing of contractor invoices and required supporting documentation, ensuring accuracy and completeness

· Reviews and verifies general contractor insurance documentation (e.g., general liability, workers’ compensation, builder’s risk, and licenses) to ensure ongoing compliance with program and contractual requirements

· Assists with meeting logistics, data entry, correspondence, and document scanning

· Enters time and expense information into the time entry system for staff as requested

· Other duties as required

Supervisory Responsibilities:

· N/A

Qualifications, Knowledge, Skills and Abilities

Education:

• High school diploma or equivalent, required
• Associate’s degree or higher, preferred

Experience:

• Minimum of three (3) years of experience in a professional office environment, preferred
• Prior experience supporting a construction or general contracting company (construction management, engineering, or architecture), preferred
• Prior experience in scheduling, ordering field supervision, quality control, and/or residential construction phases, preferred

Certifications/Licensure:

· N/A

Software:

• Advanced Microsoft Office skills, required
• Familiarity with Microsoft Teams and/or Zoom, preferred

Language:

· N/A

Other Knowledge, Skills, & Abilities:

• Advanced computer and office equipment skills, including scanners, copiers, printers, binders, projectors, video conferencing equipment, and multi-line telephone systems
• Ability to troubleshoot and solve problems
• Strong organizational and multitasking skills
• Superior attention to detail and ability to meet tight deadlines
• Strong analytical and problem-solving skills
• Ability to design and improve processes
• High level of integrity and discretion
• Ability to work effectively with minimal supervision
• Ability to communicate complex information clearly to diverse audiences
• Learns quickly and adapts to new technologies
• Possesses excellent communication and writing skills
• Self-starts and works well in a team environment
• Ability to work overtime as needed (before or after normal business hours)
• Ability to travel as required by client/business needs