Project Assistant

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

Responsibilities

The Project Assistant is primarily responsible for providing administrative support to the project team(s).

Responsibilities and Essential Duties include the following (other duties may be assigned):

• 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 (if required by SDP department)
• Assist project management team with change order management process
• Asist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates, etc.
• Receive, track and coordinate with accounting on Sales & Use Tax
• Act as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) 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 - Skills - Knowledge - Qualifications & Experience

• Bachelor’s degree preferred
• Minimum of one year of work experience in an office environment
• Strong verbal and written communication skills
• Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
• Working proficiency in Bluebeam strongly preferred
• Aptitude to learn new computer applications and software
• Excellent customer service skills
• Positive attitude
• Proven self-starter
• Detailed oriented with the ability to recognize discrepancies
• Ability to work in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Ability to successfully prioritize multiple tasks with competing deadlines
• Ability to maintain a high level of confidentiality
• Obtain notary certification in applicable county