Project Administration & Coordination Specialist

Talentify; Greenville (SC); On-site; USD 40,000 - 55,000; Full time

Job summary

Talentify is seeking a Project Assistant to provide comprehensive administrative support for the project team in Greenville, SC. You will handle day-to-day tasks, coordinate meetings and travel, and manage contracts, submittals, and invoices to keep projects on track.

Ideal candidates have at least one year of office experience, strong communication skills, and proficiency with Microsoft Office; Bluebeam experience is a plus.

Qualifications

• Bachelor’s degree preferred
• Minimum of one year of work experience in an office environment
• Strong verbal and written communication skills
• Microsoft Office Suite (Word, Excel, PowerPoint) proficiency
• Bluebeam proficiency preferred
• Aptitude to learn new computer applications and software
• Excellent customer service skills
• Positive attitude
• Proven self-starter
• Detail oriented with ability to recognize discrepancies
• Team collaboration and independent work capability
• Thrives in a fast-paced environment
• Ability to prioritize multiple tasks with deadlines
• Maintain confidentiality
• Notary certification in applicable county

Responsibilities

• Day to day administrative support for project management team(s); sorting mail, correspondence, coordinating catering and conference space, meeting invites, etc.
• Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
• Assist PM or project accountant with creating project in Project Data Management (PDM) software
• Assist with electronic job start up
• Obtain insurance, permits, licenses and jobsite mobilization
• Create and maintain electronic project files
• Create, distribute and execute contracts, purchase orders, and other documentation in PM systems and DocuSign
• Assist with submittal management and RFI/doc logs
• Manage subcontract, licenses, safety documents; ensure documents are received and distributed
• Assist SDP enrollment, bonds processing if required
• Assist change order management; material status tracking and logs
• Coordinate with accounting on Sales & Use Tax
• Act as liaison between departments to fulfill project needs
• Assist with pay applications, lien waivers review and distribution
• Review and code overhead, material and miscellaneous invoices
• Research status of pay applications and invoices in JD Edwards
• Assist in owner billing preparation and distribution
• Prepare and distribute closeout documentation
• Ensure electronic project files are complete and ready for storage
• Distribute final job reports
• Enter employee time in JD Edwards system

Skills

Strong communication

Customer service

Self-starter

Teamwork

Multitasking

Confidentiality

Fast-paced environment

Detail oriented

Prioritization

Notary readiness

Education

Bachelor's degree preferred

Notary certification (county)

Tools

Microsoft Office Suite

Bluebeam

Job description

Talentify is seeking a Project Assistant to provide comprehensive administrative support for the project team in Greenville, SC. You will handle day-to-day tasks, coordinate meetings and travel, and manage contracts, submittals, and invoices to keep projects on track.

Ideal candidates have at least one year of office experience, strong communication skills, and proficiency with Microsoft Office; Bluebeam experience is a plus.