Project Assistant (Design & Construction)

Fairbanks North Star, Borough of (AK); Fairbanks (AK); On-site; USD 42,000 - 58,000; Full time

Job summary

Fairbanks North Star Borough seeks an experienced administrative assistant to support multiple project teams within a fast-paced design and construction environment. You will handle correspondence, budgeting, front-desk duties, and contract documentation for professionals and staff.

The role involves preparing bid documents, managing submittals, coordinating meetings, and maintaining project files. A valid driver’s license and proficiency in Word/Excel are required.

Qualifications

• High school diploma or equivalent is required.
• Three years of progressively responsible office experience preferred.
• Proficiency with Word and Excel is required; Access and Adobe Acrobat are a plus.
• Experience with automated accounting systems is preferred.
• Experience in transcription of notes/minutes is preferred.
• Must have and maintain a valid driver’s license and insurance as required by Borough rules.

Responsibilities

• Compose correspondence and prepare internal budgetary and other forms.
• Perform front desk duties and route inquiries to appropriate staff.
• Assist in design and construction contract documentation including RFPs, bids, and permits.
• Prepare bid documents and organize the bidding process.
• Attend bid openings and document actions.
• File Notice of Award and track project progress to completion.
• Prepare and attend weekly on-site meetings and record minutes.
• Assist with punch lists and reporting for completion inspections.
• Work with the Fiscal Coordinator on capital projects and ledgers.
• Communicate with project teams, consultants, contractors, and Borough departments.
• Maintain centralized design and construction project files and archives.
• Set up project information management systems and manage submittals, RFIs, and communications.
• Distribute and track contracts and amendments using Adobe Sign and OneSolution.
• Provide technical review and quality control of outgoing documents.
• Accept and process surety deposits for improvements and fees.
• Maintain inventory and order supplies and process P-Card transactions.
• Other duties as assigned.

Skills

Administrative support

Microsoft Word

Microsoft Excel

Adobe Acrobat

Access

Communication

Education

High school diploma or equivalent

Tools

Microsoft Access

Adobe Acrobat

Job description

Provides a wide range of complex and high-level administrative and office support for multiple project teams of Professional Architects/Engineers, Project Managers and Assistant Project Managers in a fast-paced, multi-task design and construction environment.

SALARY: 9A

REPORTS TO: Architect/Engineer

POSITIONS SUPERVISED

None

• 1.Compose correspondence, transcribe, edit, initiate internal Borough budgetary documents and other miscellaneous forms.
• 2. Performs front office and receptionist duties for Design and Construction and directs incoming inquires and phone calls to appropriate persons.
• 3. Assist in the preparation and processing of all phases of design and construction contractual documentation including requests for proposals, bid documents, contracts, purchase orders, change orders, and permit applications for the Authority Having Jurisdiction(AHJ) and FM Global plan reviews.
• 4. Compile project information to prepare bid documents including fund verification, legal advertisement, plans, and specificationsto initiate the bidding process.
• 5. Attend bid openings and prepare documentation for appropriate action.
• 6. File Notice of Award with Alaska Department of Labor and track progress through Notice of Completion.
• 7. Prepare agenda for and attend weekly on-site construction project meetings. Record and prepare meeting minutes for distribution to the contractors, consultants, and project team.
• 8. Attend substantial completion inspections and assist project managers and A/E’s to create punchlists and other reporting requirements.
• 9. Works closely with Fiscal Coordinator to maintain soft ledgers on multiple assigned capital improvement projects.
• 10. Communicate with project team members, the School District, consultants, contractors, and other Borough departments.
• 11. Organize and maintain centralized design and construction project files and archive files for projects in paper and electronic formats.
• 12. Set up online project information management system for exchanging (Submittal Exchange), reviewing, and archiving construction submittals, RFIs, RFPs, and other communications.
• 13. Distribute and track contract documents including design and construction contracts, purchase orders, amendments, change orders and pay applications for consultants and contractors utilizing Adobe Sign and OneSolution.
• 14. Provide technical review and quality control for outgoing documents.
• 15. Accept and process surety deposits for subdivision improvements and site development permit fees.
• 16. Maintain inventory and order office supplies, personal protective equipment (PPE), and process P-Card transactions.
• 17. Other duties as assigned.

MINIMUM QUALIFICATIONS

• 1. High school diploma or equivalent and three (3) years of progressively responsible office experience as an administrative assistant with knowledge of admin practices and procedures.
• 2. Experience in a design and construction or related industryincluding familiarity with contracts, change orders, amendments, RFI’s, RFP’s RFQ’s and/or project manual specificationsis preferred.
• 3. Demonstrated ability to operate personal computer. Proficiency with Microsoft Word and Excel required; Access, and Adobe Acrobat experience preferred; Type at a proficient level.
• 4. Demonstrated experience with automated accounting systems.
• 5. Demonstrated experience with recording meetings and transcribing notes/minutes.
• 6. Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)

KNOWLEDGE, SKILLS, AND ABILITIES

• 1. Ability to work and communicate effectively and harmoniously with contractors, professional consultants, Borough staff, and general public.
• 2 Familiarity with architectural or engineering drawings and construction terminology is preferred.
• 3. Demonstrated working knowledge of the basic principles of accounting, fund accounting, or budgetary accounting.
• 4.Demonstrated ability to prioritize and manage multiple tasks and projects.
• 5. Demonstrated capability to function with minimal direction; perform work in an organized and professional manner.
• 6. Ability to process information with a high level of accuracy and solve complex problems effectively and efficiently, while maintaining confidentiality.

OTHER

• 1. A PROFICIENCY TEST MAY BE ADMINISTERED TO ALL QUALIFIED APPLICANTS.
• 3. This position requires a criminal background check.

JOB CONTACTS

Frequent interdepartmental business contact and frequent contacts involving outside organizations/agencies.

JOB RESPONSIBILITY

Does not supervise; will typically experience many minor problems daily and an occasional major problem with little immediate supervision; must use own initiative in handling most problems; the consequences of error, carelessness or mistaken judgment require significant effort to recover.

WORK ENVIRONMENT

General office where conditions are pleasant; Occasional visits to jobsites with exposure to common construction site hazards; while performing field work experiences somewhat disagreeable conditions with minor health hazards and minor accident probability; requires short periods of moderate lifting, pushing or pulling (1-25 lbs.).