Project Assistant

Imd; Windsor (CO); On-site; USD 32,000 - 39,000; Full time

Job summary

IMD is seeking an on-site administrative professional to assist in planning and coordinating construction activities for our mechanical projects, ensuring documents are current and communications with the Project Manager are timely.

Responsibilities include processing contracts and subcontracts, managing meetings and logs, coordinating permits, purchasing, and keeping Timberline records up to date, with a focus on accuracy and compliance. Strong MS 365 skills and attention to detail required.

Qualifications

• High School Diploma required.
• 3-5 years construction/project coordination experience.
• Strong time management and organizational skills.
• Experience scheduling meetings and managing documents.

Responsibilities

• Oversee document control and communicate with Project Manager daily.
• Process contracts and subcontracts.
• Submit Job Applications and manage submittals.
• Maintain logs, CORs, COs, RFIs in Timberline.
• Coordinate purchasing and vendor setup.
• Assist PM/Foreman with subcontractor coordination.

Skills

Project coordination

Time management

Communication

Education

High School Diploma

Tools

MS 365

Job description

Responsible for assisting in the planning and coordination activities concerned with the construction and maintenance of structures, facilities, and systems as they relate to our mechanical work. Tasks are to be accomplished within well-defined procedural time limits, with occasional non-routine work involved. Oversee document control and ensure open communication with Project Manager on a daily basis.

Essential Functions

• High School diploma and 3-5 years construction work experience.
• Manage multiple projects at various stages simultaneously.
• Prioritize appropriately with good time management skills.
• Process contracts and subcontracts.
• Schedule meetings and prep meeting documents.
• File electronically using alpha & numeric systems.
• Proficient with various office equipment, including; copiers, postage machines, scanners and computers.
• Advanced understanding of MS 365 to perform clerical tasks.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities/Duties

Process Subcontract from GC/Owner

• Complete Contract Review Checklist with PM.
• W-9, Bonds, Insurance-Yearout (GL, WC); request Builder’s Risk from GC
• OCIP documents, as needed.
• IMD signature routing; signed contract to GC.
• Submit Job Application for job #.

Subcontracts to IMD subcontractors

• Generate and Issue Subcontract; process signature routing; issue executed:

• ConsensusDocs 750 (trade) or 420 (A/E)
• Subcontract Package Letter
• Subcontract Attachments, including GC Flow-Down

• New Vendor Request Set Up Form
• Subcontracts Checklist
• Assist PM and Foreman with subcontractor work coordination.

Permits

• Submit applications for State, County, City permits.

Meetings

• PM Weekly: review projects’ status and logs/checklists with PM.
• Project Life Cycle: Turnover, Rollout, Productivity, Kickoff, 30%, 60%, Closeout
• Schedule and print meeting documents.

Submittals-Work with Submittal Coordinator.

Maintain project folder documents to show current

• Digital Bucket links

Logs/Reports

• Drawings-enter drawings in Timberline and generate logs
• COR and RFI-review logs and notify PM with issues.
• Issues/Resolutions-review with PM weekly for updates and enter on Log.
• Manpower Job Comments-review with PM on Mondays; enter on sheet.
• Project Guidelines-update weekly, verify items with PM, if unsure.

Purchasing

• Large Equipment ordered by Submittal Coordinator via POs/POCOs.

• If SC unable to do (out of office and is urgent), PA to assist.

• Rough Material ordered by Foreman/PM via Material Request form.

• If Foreman unable to do (out of office and is urgent), PA to assist.

• Miscellaneous items to be ordered by PM/Foreman/PA via POs/POCOs
• Receipt/Index PO’s
• PA tracks order to delivery.

RFIs

• Request from PM/Foreman, generate in Timberline; issue to GC/Owner, track for response.
• Process revisions and final; issue to Foreman, PM and Detailers.

CORs

• Take-off from Estimating, generate in Timberline, PM review, issue to GC.
• Notify subs, if cost impact; process revisions; track until CO received.

COs

• Cross-check CO with COR values; enter in Timberline; PM sign, send to GC.
• Receive executed (track until received), save in project file, notify PM.

Closeout

• Assist with document closeout.

Miscellaneous

• Phone back-up for PMs (out of office).

Pay Range: $23.00 - $28.00. This role is also eligible for an annual performance‑based bonus. Bonus eligibility and payout are determined by role, individual performance, and company performance, and are not guaranteed.

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