Project Assistant

Timberlab; Portland (OR); On-site; USD 42,000 - 60,000; Full time

Job summary

Timberlab in Portland, OR is seeking an organized Administrative Assistant to support the project management team on construction projects. You will handle phones, mailing, travel planning, meeting coordination, and filing, ensuring timely distribution of reports and minutes.

Day-to-day you will prepare correspondence, manage office supplies, process commitments, track subcontractor documents, and help with notary and file archiving as needed.

Qualifications

• High school diploma or equivalent required.
• Able to type 45 wpm accurately.
• Proficient in English verbal communication.
• Reliable, dependable, and flexible team player.

Responsibilities

• Provide administrative support to project management team for construction projects or other departments.
• Answer phones, screen items, and direct calls as appropriate.
• Process incoming/outgoing mail, handle UPS/FEDEX, sort and distribute.
• Assist with travel arrangements, itineraries and meeting scheduling.
• Arrange catering and assist with event planning.
• Maintain office/jobsite facilities administration and inventory.
• Prepare, type and distribute correspondence and meeting minutes for supervisor’s signature.
• Maintain filing system, week-ending/month-ending job files and logs.
• Prepare and process commitment documents (POs, subcontracts, rental agreements, change orders).
• Order and distribute plans; track subcontractor compliance (safety submittals, payroll, licensing).
• Coordinate with prequalification for subcontractor information submissions and renewals.
• Solicit required prequalification documents from subcontractors and troubleshoot issues.
• Follow job close-out procedures including archiving plans/files.
• Possess ability to obtain Notary Public certificate for OR or SC.
• Process new Client/Business Partner setup into cost management system.
• Complete other responsibilities as assigned.

Job description

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