Project Assistant

KAI Enterprises; Missouri; On-site; USD 42,000 - 52,000; Full time

Job summary

KAI Enterprises is seeking a Project Assistant to provide project-related administrative support within the Program Management/Construction Management Division. You will assist with reviews, document control, meeting facilitation, and monthly client reports.

You will coordinate with project teams, ensure compliance with payroll and wage orders, and support closeout activities. A 3+ year background in A/E/C firms and strong MS Office skills are required.

Qualifications

• High school graduate; pursuing an advanced degree in business administration preferred.
• Minimum of 3+ years experience in an architectural/engineering/construction firm environment.

Responsibilities

• Assist with Constructability/Biddability Review comments and distribute review materials.
• Maintain project-specific Procedures Manual and document control systems.
• Liaise with client IT to set up project teams on document control systems.
• Maintain electronic and hard copy project records and filing.
• Prepare Project Monthly Reports for client submission.
• Process correspondence per the project procedures manual.
• Support Field Orders, Submittals, RFIs, RFSs, RFCPs, WCDs, COs, and pay applications.
• Record weather data for Inspector Daily Reports.
• Prepare meeting agendas and minutes; distribute for review and approval.
• Verify certified payroll and workforce utilization reports monthly.
• Ensure compliance with Wage Order No. and related requirements.
• Prepare Compliance Monitoring Report for PM review.
• Answer project trailer phone and relay messages to PM/Inspector.
• Assist with project team coordination and document distribution.
• Support project closeout and electronic/hard copy file storage.

Skills

Self-motivated

Pro-active

Organizational skills

Time management

Multi-tasking

Willing to work overtime

Microsoft Office

Outlook

Excel

Word

Adobe

Prolog experience helpful

Education

High school diploma

Pursuing advanced degree in business administration

Tools

Microsoft Office

Prolog

Adobe

Excel

Job description

At KAI, our company mission is “Transforming Communities” through integrated design and construction excellence. We are driven by our five core values; we are Faithful Stewards, we Listen to Understand, Give Back, Love One Another, and we Hustle! Our mission and our values drive our culture and spirit.

For more than 45 years we have provided delivery-oriented building solutions with a diverse portfolio of experience, in-house multi-discipline professionals and expertise in both design and construction. KAI has played a significant role in dozens of award-winning projects providing Architecture, Interiors, MEP/FP engineering and construction services throughout the United States. KAI projects have been instrumental in improving the quality of life and environment in communities across the country.

Our primary operations hubs are centered in Atlanta, Dallas-Fort Worth and St. Louis. KAI is proud to be an MBE-Certified AEC firm built upon a foundation of teamwork and collaboration.

To learn more about KAI, visit kai-db.com.

Position Summary

Project Assistants within our Program Management/Construction Management Division provide project-related administrative support for Project Managers.

Essential Functions

• Assist with Constructability/Biddability Review comments. Preparing the review comment form. Distribute documents for review in a timely manner. Pull comments together for review by Project Manager.
• Maintain project-specific Project Procedures Manual (PPM), and document control systems.
• Liaison for setting up project team with client IT for projects using their document control system.
• Maintain project records and filing, both electronic and hard copy files.
• Assist with preparation of Project Monthly Reports for submission to the client.
• Process Correspondence in accordance with PPM.
• Assist with Field Orders, Submittals, Reports, Request for Information (RFIs), Requests for Shutdown (RFSs), Request for Change Proposals (RFCPs), Work Change Directive (WCDs), Change Orders (COs), and Pay Applications.
• Record weather for the Inspector Daily Reports.
• Prepare agendas for meetings, record weekly progress meetings, and prepare meeting minutes for review, approval, and distribution.
• Compliance Monitoring of Contractors Certified Payroll and Utilization Workforce Reports. Verify that all required Certified Payroll is received each month in a timely manner.
• Verification that the Contractor and his subcontractors are following the appropriate Wage Order No.
• Prepare Compliance Monitoring Report for review by the Project Manager.
• Answer project trailer phone, taking accurate message(s) for Project Inspector, and Project Manager.
• Assist Project Manager in coordination of the project team.
• Copy and distribute documents and materials per client distribution requirements.
• Assist Project Manager in project closeout, including preparing and arranging for file storage, both electronic and hard copy.

Qualifications

Required Experience

• High school graduate, progress towards an advanced degree in business administration preferred.
• Minimum of 3+ years experience in an architectural/engineering/construction firm environment

Required Skills

• Self-motivated, pro-active, competent in office/administrative procedures, and basic computer skills.
• Must have good organizational and time management skills for working multiple task assignments received from multiple sources.
• Must be willing to work occasional overtime and work under pressure to complete tasks within deadlines.
• Computer Skills: Microsoft Office experience, including Microsoft Outlook, Adobe, Word, and Excel required. Internet, and Prolog experience helpful.

This summary reflects the core responsibilities of the Project Assistant and may evolve based on the candidate’s skillset and interests.

KAI provides equal employment opportunities to qualified persons without regard to race, color, sex, sexual orientation, religion, creed, national origin, disability, genetics, age, marital status, gender identity or expression, veteran’s status or any other characteristic protected by federal, state, or local laws.