Project Assistant

JP Cullen; Madison (WI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Health Insurance

Dental

Competitive Bonus Structure

Profit Sharing

PTO

Holiday Pay

Employee Assistance

Training

Job summary

JP Cullen, a construction firm with a long family-owned history, seeks a Project Assistant to support project teams and drive accurate information flow. You’ll manage documents, distribute drawings, track RFIs/RFsQs, and assist with subcontracting and agreements, ensuring smooth field operations.

We're looking for an administrative-focused candidate with MS Office skills, customer-service mindset, and strong communication.

Qualifications

• Two years associates degree in a Business or Administrative focus or two years of related training/experience.
• Customer service focus with excellent communication and interpersonal skills.
• Proficiency in Microsoft Office programs.

Responsibilities

• Assist Project Manager, Superintendent, and Site Engineer with accounting and operations tasks.
• Enter and submit time sheets and verify time & material tickets from field to Payroll.
• Gather employee information for Payroll and maintain reporting like trend charts and Procore reports.
• Schedule site visits, operations plans, pre-installs, and meetings with clients and subs.
• Take weekly jobsite photos and distribute to stakeholders.
• Distribute drawings and contract documents and track submittals (RFIs/RFQs).
• Coordinate safety lunches, order field supplies, and manage yard transfers.
• Draft, send, and track subcontracts and agreements.

Skills

Customer service

Communication

Microsoft Office

Education

Associate degree in Business/Administrative focus

High school diploma with two years Business/Administrative training or equivalent

Job description

Overview

We’re a collaborative group of highly motivated professionals seeking a team member to support project teams. This position carries a high level of responsibility in helping JP Cullen execute construction projects and you’ll be an integral part of that process. The ideal candidate has a business acumen and can gather, comprehend, and distribute information to all affected project stakeholders.

Responsibilities

• Support the Project Manager, Superintendent, and/or Site Engineer on Accounting and Operations activities and more:
  • Enter and submit time sheets
  • Verify time & material (T&M) tickets from field to Payroll
  • Gather and send new employee information to Payroll
  • Maintain and distribute trend charts, Procore reports, Operator Inspection sheets, concrete and soil testing reports, Daily End of Shift reports, etc.
  • Schedule Jobsite Visits, Operations Plans, Pre-installs, and various meetings with clients, Architect/Engineer, and Subcontractors
  • Take jobsite photos on a weekly basis & distribute accordingly
  • Coordinate safety lunches
  • Print job information for field personnel and foremen as needed
  • Update and post safety signage
  • Order supplies for the field (lumber, hardware, etc.)
  • Send Yard Orders and Tool transfers to the Yard
  • Draft, send, track, and execute Subcontracts and Agreements
• Ensure correct information is gathered and distributed to the project team:
  • Distribute drawings & contract documents when new documents are produced by the design team
  • Receive, send & track submittals (e.g., product data, shop drawings, and samples) to and from subcontractors, suppliers & designers.
  • Assist in the change management process:
  • Submit/Assist with submitting all Requests for Information (RFIs)
    • Submit/Assist with submitting all Requests for Information (RFI’s)
    • Track responses, update, and send logs to the Architect and Engineers
    • Post all paper sets and electronic sets of drawings with RFI’s/CB’s
    • Sending, receiving, tracking Requests for Quotations (RFQs) from Subcontractors/Vendors
• Collaborate across the organization:
  • Distribute varieties of documents (letters, reports, memos, meeting minutes etc.). May entail producing confidential documents.
  • Ensure routine work items (daily, weekly, monthly, data reports, and similar items) are received. Follow-up and expedite late items.
  • Maintain a clean office environment and buy supplies as needed
  • Maintain electronic & physical files & record documents

Qualifications

• Two years associates degree in a Business or Administrative focus OR High school diploma or equivalent with two years of Business or Administrative training or equivalent experience
• Be customer service focused and have excellent communication and interpersonal skills
• Proficiency in Microsoft Office programs

Why JP Cullen?

At JP Cullen, we know our people are our greatest asset. Guided by our mission to identify, hire, train, and retain the best people to serve our customers, we invest in the growth and development of every team member. As a Project Assistant, you’ll play a key role in supporting project teams while gaining valuable experience, mentorship, and career development opportunities. Join a 5th generation family-owned company built on teamwork, integrity, continuous improvement, and a commitment to building both great project and great people.

Compensation & Benefits

JP Cullen has a commitment to its community, employees, and employees’ families. We offer outstanding benefits —

• Health Insurance
• Dental
• Competitive Bonus Structure
• Profit Sharing
• PTO
• Holiday Pay
• Employee Assistance
• Training

EEO

JP Cullen is an Equal Employment Opportunity/Affirmative Action (EEO/AA) Employer. We promote diversity by proactively recruiting, hiring, and promoting women, minorities, disabled individuals, and veterans. JP Cullen provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.