Project Administration & Coordination Specialist

Talentify; Raleigh (NC); On-site; USD 42,000 - 55,000; Full time

Job summary

Talentify is seeking a Project Assistant to provide administrative support to project teams, including drafting correspondence, coordinating meetings, arranging travel, and maintaining filing systems.

You will handle expense reports, assist with contracts and submittals, manage licenses and insurance, coordinate with accounting, and help prepare closeout documentation; strong communication and document control are essential.

Qualifications

• Bachelor’s degree preferred.
• Minimum of one year of work experience in an office environment.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Bluebeam proficiency strongly preferred.
• Aptitude to learn new computer applications and software.
• Excellent customer service skills.
• Positive attitude and self-starter mindset.
• Detail-oriented with ability to recognize discrepancies.
• Ability to work in a team environment as well as independently.
• Thrives in a fast-paced work environment.
• Ability to prioritize multiple tasks with deadlines.
• Ability to maintain a high level of confidentiality.
• Notary certification to obtain as applicable.

Responsibilities

• Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, 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
• Assist with obtaining insurance, permits, licenses and jobsite mobilization
• Act as the lead in ensuring that a Notice of Commencement has been filed
• Create and maintain all electronic project files
• Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
• Assist project team with the creation and management of construction documents (drawings / spec logs, RFI’s)
• Assist project team with submittal management process
• Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
• Assist project team with SDP enrollment, collection of information and issuing bonds
• Assist project management team with change order management process
• Assist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates
• Receive, track and coordinate with accounting on Sales & Use Tax
• Act as a liaison between other departments and the project team to fulfill project needs
• Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
• Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
• Research status of pay applications and invoices in JD Edwards
• Assist in preparing and distributing owner billing
• Prepare, distribute and manage closeout documentation required by contract
• Verify that all electronic project files are complete and ready for storage
• Assist in distributing final job reports
• Enter employee time in JD Edwards system

Education

Bachelor’s degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Bluebeam

Job description

Talentify is seeking a Project Assistant to provide administrative support to project teams, including drafting correspondence, coordinating meetings, arranging travel, and maintaining filing systems.

You will handle expense reports, assist with contracts and submittals, manage licenses and insurance, coordinate with accounting, and help prepare closeout documentation; strong communication and document control are essential.