Construction Project Manager Assistant

Carl A. Nelson & Company; Cedar Falls (IA); On-site; USD 40,000 - 60,000; Full time

Job summary

Carl A. Nelson & Company in Cedar Falls, Iowa, is seeking a Construction Project Manager Assistant to provide essential administrative support throughout project lifecycles from bidding to close-out. The ideal candidate will have at least three years of related experience and advanced skills in Microsoft Office, particularly Word.

This position involves managing project files, ensuring compliance with contracts, and assisting various project managers. Applicants should be organized and possess excellent communication skills.

Qualifications

• Three to five years of related experience, preferably in the construction industry.
• Working knowledge of AIA and ConsensusDocs contract documents.
• Ability to work individually or as part of a team.

Responsibilities

• Provide administrative support to Project Managers and Engineers.
• Maintain project files and interact with subcontractors and suppliers.
• Track compliance requirements and assist with documentation.

Skills

Advanced computer skills using Microsoft Office Suite

Communication skills

Organizational skills

Teamwork

Education

High School Diploma, GED, or equivalent

Tools

Sage 300 Construction and Real Estate software

Microsoft Word

Bluebeam

iSqFt

Job description

Construction Project Manager Assistant job in Cedar Falls, Iowa

Role Description

Work with various Project Managers (PMs), Project Engineers (PEs), and Superintendents to provide administrative support throughout the entire life cycle of projects, from bidding to close-out and the preparation and distribution of Operations & Maintenance Manuals. Assist with tracking contractual compliance requirements of the Company and subcontractors. Assist in maintaining electronic files of project information according to Company policy. Perform record retention functions according to Company policy.

Key Responsibilities

• Create and maintain project files for the PMs, PEs, and Superintendents.
• Interact with others on a PM’s or PE’s behalf, including subcontractors, material suppliers, and co-workers.
• Prepare and submit for approval AIA Documents, including monthly pay applications on Construction Management projects; ConsensusDocs contracts; work orders; purchase orders; contract and subcontract documents; change orders; and other documents as required according to Company policies and procedures.
• Scan, save, and file all fully executed subcontracts, purchase orders, and change orders, and update Sage commitment records as received. This also includes tracking documents not received and following up as needed.
• Maintain bidders lists in iSqFt on projects bidding, including sending invitations, addenda, and making phone calls for prospective bidders.
• Verify and follow up on all subcontractor and material supplier insurance certificates and endorsements with correct coverages and expiration dates.
• Proofread and check own work and others’ work, including work of PMs and subcontractors, ensuring it is free of errors and complies with Company policies or contractual requirements.
• Receive messages and documentation via various means; copy, print, or scan documentation received, including blueprints, as needed; and distribute using an appropriate distribution method to others and/or retain in files as appropriate.
• Draft or otherwise prepare letters, memos, transmittals, and other documents as needed using an appropriate method and following Company guidelines.
• Compile information for reports or correspondence.
• Prepare packages for delivery using an appropriate delivery method, including registered, certified, and insured mail, third-party delivery service, and similar methods, and record for correct posting of job cost.
• Schedule appointments, arrange conference calls and web-based meetings, and maintain a calendar.
• Manage administrative functions of the Cedar Falls office, including mowing and snow removal, vehicle maintenance, documentation for the accounting department, catering orders for office meetings, and coordinating travel to conferences.
• Maintain and update detailed project directories for projects, including contact names, telephone numbers, fax numbers, and similar information.
• Update work order list, blueprint archives, and bidding schedule.
• Run various errands as needed.
• Order all office supplies and miscellaneous supplies needed for the office.
• Provide backup for other Project Manager Assistants as needed.
• Perform other duties as required by business needs.

Qualifications

• High School Diploma, GED, or High School Equivalence Certificate.
• Three to five years of related experience, preferably within the construction industry.
• Prior experience with Sage 300 Construction and Real Estate software preferred.
• Advanced computer skills using Microsoft Office Suite products, especially Microsoft Word.
• Working knowledge of AIA and ConsensusDocs contract documents.
• Prior experience with Bluebeam and iSqFt preferred but not required.
• Ability to effectively communicate, orally and in writing, to diverse audiences.
• Ability to work individually or as part of a team.
• Ability to perform effectively in environments with frequent workload changes and competing demands.

Carl A. Nelson & Company is an EEO employer MF/Vet/Disabled.