Project Manager Assistant

RA Holdings Group; Richmond (VA); On-site; USD 45,000 - 65,000; Full time

Job summary

RA Holdings Group dba AIM Services is seeking a Project Manager Assistant to handle administrative tasks for contract work, manage accounts payable/receivable for the branch, and assist operations managers on daily tasks.

The role involves backlog management, project setup in Foundation Software, and supporting project documentation and submittals. Strong knowledge of construction processes is preferred.

Qualifications

• Minimum of 3 years of experience supporting construction projects in roles like Project Coordinator or Construction Administrator.
• Experience with construction accounting, contract administration, invoicing, and closeout activities preferred.
• Experience using Foundation Software and FieldFLO or similar construction management tools is highly desirable.
• Strong understanding of commercial and federal construction project processes preferred.

Responsibilities

• Maintain backlog and authorize changes to backlog, with oversight from the Regional Director.
• Set up and manage projects and change orders within Foundation Software.
• Manage project documentation, bid files, and signature records.
• Process accounts payable/receivable and assist the WIP process for the branch.
• Invoice customers and reconcile invoice logs with backlog and income statements.
• Coordinate permits, submittals, and subcontractor/vendor access.
• Answer phones and organize shared files; assist Branch Administrator with recordkeeping.

Skills

Project coordination

Construction administration

Invoicing

Document management

Accounts receivable

Backlog management

Tools

Foundation Software

FieldFLO

Job description

Job Summary:

RA Holdings Group dba AIM Services is seeking a Project Manager Assistant that's responsible for administrative tasks associated with contract work, in charge of accounts payables and receivables for the branch and assisting the operations managers on daily tasks.

Job description:

• Maintains the backlog and is the only seat (besides the Regional Director) which makes changes to the backlog.
• Sets up and manages projects and change orders within Foundation Software.
• Maintains resumes of key personnel.
• Maintains office electronic signatures.
• Works with the Chief Estimator, Project Manager, PMs, & gain approval from RD to process contracts.
• Enters project start-up detailed information into FieldFLO.
• Manages FieldFLO manpower scheduling for Operations Manager.
• Create work packages with necessary project information for Operations.
• Works with the Assistant Operations Manager to submit subcontractors/vendors for project security access.
• Responsible for job submittals and for maintaining submittal files.
• Submit and maintain asbestos notifications. Notifies PMs and operations of changes and pending expirations.
• Submits and maintains Miss Utility tickets.
• Assists PMs with obtaining permits, certificates of warranty, and other project administrative requirements.
• Administers the accounts receivable (A/R) policy in the branch. Processes and records of invoice payments.
• Assists the managing the WIP process in the branch.
• Answers office phones when the Branch Administrator is unavailable.
• Maintains shared files. Ensure shared file folders are organized and not cluttered.
• Assists in recordkeeping at the branch level as assigned by the Branch Administrator.
• Responsible for bid file and project file recordkeeping at the branch level.
• Understands and complies with the requirements of company IT and cybersecurity policies.
• Participates in backlog meeting.
• Works with the Chief Estimator/Project Manager and SPMs/PMs to invoice customers. Maintains the invoice log. Reconciles the invoice log, the backlog, the invoice rec, and the income statement each month.
• Works with the PMs to ensure the timely collection of current accounts receivable (31-60 days). Notifies the Chief Estimator/Project Manager and Branch Administrator of collections past 60 days.
• Updates 4330 forms for AB, PB, mold and demo.
• Other administrative duties that may be assigned.

Qualifications:

• Minimum of 3 years of experience supporting construction projects in a Project Coordinator, Construction Administrator, or similar role.
• Someone ideally coming from construction but not a necessity.
• Experience with construction accounting, contract administration, project documentation, invoicing, and project closeout activities preferred.

• Experience using Foundation Software, FieldFLO, or similar construction management software highly desirable.
• Strong understanding of commercial and/or federal construction project processes preferred.