Project Management Assistant

Tri-City Group; Davenport (IA); On-site; USD 42,000 - 62,000; Full time

Job summary

Tri-City Group in Davenport, IA is seeking a Project Manager Assistant to provide essential administrative and coordination support throughout commercial and industrial construction projects.

The ideal candidate will be highly organized with strong communication skills and proficiency in Microsoft Office applications, Procore, and Viewpoint.

Qualifications

• High school diploma or GED required.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams).
• Strong organizational, time management and multitasking skills.
• Excellent written and verbal communication abilities.
• Ability to work in a fast-paced, team-oriented environment.
• High attention to detail and accuracy.
• Construction industry experience preferred but not required.

Responsibilities

• Coordinate project setup and administration tasks as directed by Estimators and Project Managers.
• Manage permits, insurance certificates, and bonds per project requirements.
• Transfer and maintain project documents in Procore and Viewpoint.
• Maintain current project records and documentation throughout the lifecycle.
• Coordinate submittals, RFIs, and change orders with contractors and vendors.
• Schedule and attend project meetings; prepare agendas and minutes.
• Track reports, drawings, and drawings distribution; maintain logs.
• Support closeout activities and assemble O&M manuals.

Skills

Microsoft Office

Organization

Communication

Time management

Multitasking

Attention to detail

Education

High School Diploma or GED

Tools

Procore

Viewpoint

Job description

Tri-City Group is seeking a highly organized and detail-oriented Project Manager Assistant for an immediate opening in Davenport, Iowa. This position provides essential administrative, coordination, and project support services to Project Managers and construction teams throughout the lifecycle of commercial and industrial construction projects.

The ideal candidate will possess strong organizational skills, excellent communication abilities, and proficiency in Microsoft Office applications.

Key Responsibilities include, but are not limited to:

Project Setup and Administration

• Request and establish project numbers as directed by Estimators and Project Managers.
• Coordinate contract routing, review, and execution processes.
• Obtain and distribute required insurance certificates and bonds based on project specifications and contractual requirements.
• Transfer project documentation from construction folders into Procore and Procore Drive.
• Maintain accurate project records and documentation throughout the project lifecycle.

Permitting and Compliance

• Assist Project Managers in obtaining and tracking permits, including:
• Building permits
• Electrical permits
• Utility permits
• County permits
• City permits
• State permits
• Ensure permit documentation is properly filed and maintained.

Project Documentation Management

• Issue and track subcontract agreements and change orders.
• Compile and maintain comprehensive project contact lists, including email addresses and phone numbers, within Procore and Viewpoint (VP).
• Obtain the most current project drawings, specifications, and addenda from Estimators and Project Managers and upload them into Procore.
• Coordinate printing and distribution of complete drawing sets for Project Managers and Foremen as needed.
• Maintain current project files and documentation to ensure accuracy and accessibility.

Project Coordination and Support

• Assist Project Managers in requesting, receiving, and processing material submittals from vendors and suppliers.
• Submit required documentation to General Contractors and Construction Services teams.
• Review labor rates when project requirements dictate.
• Enter and maintain project phase codes and Schedule of Values (SOV)provided by Estimators and Project Managers.
• Monitor project schedules and assist with maintaining updated project timelines.

Meeting Coordination

• Schedule, coordinate, and attend project meetings, including:
• Turnover Meetings
• Pre-Construction Meetings
• 25%, 50%, and 75% Project Review Meetings
• Closeout Meetings
• WIPMeetings
• Prepare meeting agendas and distribute them to attendees.
• Record, prepare, and distribute meeting minutes through Procore.

Project Tracking and Reporting

• Track, upload, and maintain all project-related documentation in Procore, including:
• Change Orders
• Requests for Information (RFIs)
• Submittals
• Drawings
• Complete weekly and monthly project billings.
• Distribute monthly Work-in-Progress (WIP) reports.
• Ensure all project logs remain accurate, current, and complete.

Project Closeout

• Coordinate project closeout activities and documentation.
• Assemble Operations and Maintenance (O&M) manuals.
• Collect and organize warranty documentation, warranty letters, and product data.
• Ensure all closeout requirements are completed in accordance with project specifications.

Qualifications/Requirements:

• High School Diploma or GED.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication abilities.
• Ability to work effectively in a fast-paced, team-oriented environment.
• High attention to detail and accuracy.
• Previous construction industry experience is preferred but not required.

Candidates must possess strong attention to detail, tact, and consideration, focus on accuracy, solid communication skills, positive initiative and judgment, the ability to problem-solve and meet deadlines in a fast-paced environment, be self-driven, exercise business acumen, and organizational skills.

All job offers are contingent upon the successful completion of a drug screen and reference check. Tri-City Group is an equal opportunity employer.