Project Assistant

Timberlab; Portland (OR); On-site; USD 45,000 - 65,000; Full time

Job summary

Timberlab in Portland, Oregon is seeking an Administrative Assistant to support the project management team on construction projects. You will handle phones, mail processing, travel planning, meeting scheduling, catering coordination, and general clerical tasks for the PM group and other departments.

This role requires a High School Diploma or equivalent, the ability to type about 45 words per minute, a valid drivers license, and solid knowledge of office procedures and equipment.

Qualifications

• High School Diploma or equivalent required.
• Ability to keyboard 45 wpm accurately.
• Valid drivers license.
• Working knowledge of general office procedures and office equipment.
• Proficient in English verbal communication, including professional telephone manner.
• Reliable, dependable and flexible.

Responsibilities

• Provide administrative support to project management team for construction projects or other departments.
• Answer phones, screen and route calls as appropriate.
• Process incoming and outgoing mail, including courier services; sort, prioritize, and distribute.
• Assist with travel arrangements, planning itineraries and scheduling meetings.
• Arrange catering and assist with event planning.
• Assist with administration of office and jobsite facilities; maintain filing and inventory.
• Prepare, type and distribute correspondence and reports, including meeting minutes.
• Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, change orders).
• Order and distribute plans; track subcontractor compliance (safety submittals, payroll reporting, licensing).
• Coordinate with prequalification on subcontractor information; solicit documents timely.
• Follow close-out procedures and archive project plans and files.

Skills

Typing 45 wpm

Valid drivers license

General office procedures

English communication

Reliability

Education

High School Diploma or equivalent

Job description

Job Description SummaryProvide administrative support to project management team (may be one or more people) for a construction project, or other specified project or department.

Job Description Summary

Provide administrative support to project management team (may be one or more people) for a construction project, or other specified project or department.

Job Description

POSITION RESPONSIBILITIES AND DUTIES:

• Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
• Answer phones - screen/handle routine items and direct calls as appropriate
• Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor’s attention
• Assist with travel arrangements, planning itineraries and scheduling meetings
• Arrange catering and assist with event planning
• Assist with administration of office/jobsite facilities, as assigned
• Maintain inventory of office supplies and materials, and order or purchase as needed
• Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature.
• Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files.
• Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements
• Order and distribute plans
• Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.
• Coordinate with corporate prequalification department on subcontractor information submissions and renewals;
• Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting
• Follow job close-out procedures including archiving project plans and files
• Ability to obtain Notary Public certificate for the State of Oregon or South Carolina
• Process new Client/Business Partner setup into cost management system
• Complete other responsibilities as assigned

Minimum Skills Or Experience Requirements

• High School Diploma or the equivalent combination of training and experience or ability to demonstrate proficient use of computer programs.
• Ability to keyboard 45 wpm accurately
• Possess a valid driver’s license
• Working knowledge of general office procedures and office machines
• Proficient in English verbal communication skills, including professional telephone manner
• Reliability, dependability, and flexibility