Project Assistant

Prism Professional Services Group, LLC.; Arizona; On-site; USD 42,000 - 54,000; Full time

Job summary

Prism Professional Services Group, LLC. is seeking a Project Assistant to support design and construction projects on-site in Chandler, AZ.

You will manage RFIs and submittals, maintain project information, and coordinate with project teams and clients to keep documentation organized and up to date. Ideal candidates bring 2+ years in construction/support roles, strong organizational skills, and excellent communication.

Qualifications

• Requires an associate's degree or equivalent work experience.
• 2+ years supporting construction or design projects.
• Experience managing RFIs, submittals, and project documentation.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication.

Responsibilities

• Manage RFIs and submittals and coordinate with internal teams and subcontractors.
• Track outstanding RFIs and submittals and follow up for timely responses.
• Lead internal RFI and submittal status meetings with minimal supervision.
• Provide regular status updates to clients.
• Attend Owner-Architect-Contractor (OAC) and Submittal/Design Coordination meetings.
• Maintain project information in PM systems and coordinate with project team.
• Identify potential scheduling or documentation issues and communicate them to the project team.
• Maintain confidentiality of project and client information.

Skills

Organizational skills

Time management

Multitasking

Communication skills

Independent work

Problem solving

Education

Associate's degree in construction management or related field

Equivalent work experience

Tools

Microsoft Office Suite

Construction PM software

Job description

The Project Assistant plays a critical role in supporting the successful execution of design and construction projects by managing project documentation, coordinating RFIs and submittals, maintaining project information, and communicating with project teams and clients. This position requires strong organizational skills, attention to detail, and the ability to work independently while supporting multiple concurrent projects.

Essential Duties and Responsibilities

• Download and upload RFIs and submittals through customer software platforms with minimal or no Project Manager oversight.
• Review and assign RFIs and submittals to the appropriate internal team members and subcontractors.
• Track outstanding RFIs and submittals and proactively follow up with responsible parties to ensure timely responses.
• Lead internal RFI and submittal status meetings with minimal supervision.
• Provide regular RFI and submittal status updates directly to clients.
• Attend and support Owner-Architect-Contractor (OAC) and Submittal/Design Coordination (SDC) meetings, providing project documentation updates with moderate Project Manager support.
• Manage the Design PM inbox and respond to incoming emails in a timely and professional manner.
• Maintain accurate project information within company project management systems, including: project scope, project milestones, project team assignments, budget hours and project forecasting based on proposals, estimates, and project schedules.
• Coordinate with Project Managers, engineers, designers, clients, vendors, and subcontractors.
• Ensure project documentation is complete, organized, and up to date.
• Identify potential scheduling or documentation issues and communicate them to the project team.
• Maintain confidentiality of project and client information.

Qualifications:

• Associate's degree in construction management, Engineering Technology, Business Administration, or a related field, preferred or equivalent work experience.
• Two or more years of experience supporting construction, engineering, architecture, or design projects, preferred or equivalent work experience.
• Experience managing RFIs, submittals, and project documentation, preferred or equivalent work experience.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience using construction/project management software, preferred or equivalent work experience.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines.
• Excellent customer service and communication skills.
• Ability to work independently with minimal supervision.
• Strong problem-solving and organizational abilities.
• Professional demeanor when interacting with clients and project teams.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to occasionally lift up to 25 pounds.
• Occasional travel to project sites or client meetings may be required.

This position will be on-site at Chandler, AZ.