Project Management Assistant (PMA)

Ainsworth Benning; Spearfish (SD); On-site; USD 40,000 - 55,000; Full time

Job summary

Ainsworth Benning in Spearfish, SD is seeking a Project Management Assistant to support the Project Manager and Superintendents throughout the project life cycle. You will help with organizing communications, documentation, schedules, and meetings.

This role involves coordinating with architects, clients, subcontractors, and suppliers, using NetSuite, Procore, and ShareFile, and assisting with bids and month-end billings.

Qualifications

• Organizational and communication skills required.
• Ability to manage multiple projects and prioritize.
• Experience with project documentation, scheduling, and coordination.

Responsibilities

• Support Project Managers with bidding processes and meetings.
• Assist with project setup in NetSuite, ShareFile, and Procore.
• Attend project meetings and record minutes.
• Maintain uniform project correspondence procedures.
• Develop and maintain project schedules.
• File and organize construction documents in Procore/NetSuite/ShareFile.
• Liaise between Architects, PMs, clients, supers, subs and suppliers.
• Support month-end billings to clients and subcontractor pay apps.

Skills

Organizational skills

Multitasking

Communication

Customer focus

Problem solving

Team player

MS Office

Project management software

Education

High School Diploma or GED

Tools

NetSuite

ShareFile

Procore

Submittal Exchange

Job description

The Project Management Assistant is responsible for assisting the Project Manager and Superintendents with facilitating project-related tasks, communications, organization, and documentation support within all phases of a project life cycle.

Essential Duties and Responsibilities:

Support to Project Managers

• Assist Project Managers with bidding processes, such as attending preconstruction meetings, bid lettings, and bid running.
• Assist with project setup in NetSuite, Sharefile, and Procore, including schedules, team members, WBS, procurement, and subcontract management.
• Assists Project Managers with all other requested areas of project coordination, including by not limited to, attending project meetings as assigned, and recording and distributing minutes of such meetings.
• Maintains uniform project correspondence procedures and style practices within the flow of communication to projects.
• Assist in the development, maintenance and distribution of project schedules.
• Stores and files into company folders both hard and digital copies of all tracked and maintained construction documents throughout all phases of every project in Procore, NetSuite, and Sharefile.
• Act as a liaison between Architects, Project Managers, Clients, Superintendents, Subcontractors, and Suppliers referring questions to Project Managers and Superintendents as needed.
• Support with month end billings to clients, including collection of subcontractor billing/pay application.

Collects, maintains and organizes data and information relevant to individual projects.

• Assembles, populates and regulates projects within Submittal Exchange & Procore and/or within in-house structured templates.
• Logs, tracks and maintains the flow of construction documents for all projects, including approval Submittals, RFI’s, RFP’s, ASI’s, Inspection/Observation Reports, Change Orders, Schedules, Closeout Documents and Punch Lists.
• Maintains the approval procedure for submittals, RFP’s and Change Orders.
• Administers hard copies and emails digital copies of all tracked and maintained construction documents to project superintendents.
• Solicits logs and compiles information for O&M manuals, As-Built Drawings and closeout documents.
• Reviews and compares approval submittal data to project specifications.
• Assembles and distributes O&M manuals/As-Built Drawings and manages flow of approval procedures.

Qualifications

Knowledge, Skills and Abilities

• Organizational skills
• Flexibility, reliability and the ability to focus
• Ability to prioritize and manage multiple projects.
• Strong and effective verbal and written communication skills required to correspond with Architects, Operations Managers, Project Managers, Clients, Superintendents, Subcontractors and Suppliers
• Customer/Client focus
• Problem solving/conflict resolution skills
• Team oriented
• Demonstrated proficiency in Microsoft Office Suite, Internet, Email and Project Management programs.

Education/Experience

• An equivalent combination of education and experience sufficient to successfully perform the essential job duties and responsibilities.
• High School/GED or equivalent

Working Conditions

• This position is located in a typical office setting, but activities occur inside and outside.
• Must be able to operate a computer and other office equipment.
• Must be able to remain sedentary 75% of the time; walking, standing, stooping and kneeling are required occasionally.
• Job site visits are required, so must be able to move about outdoors on foot to accomplish tasks, particularly on job site with unfinished and uneven surfaces.
• Must be able to express or exchange ideas by means of the spoken word and be able to receive detailed information through oral communication.
• Use of hands to finger, handle or feel; reach with arms and hands
• Occasionally lift and/or move up to 25 pounds.