Project Manager Assistant/Administrator - Missoula , MT

Swank Enterprises, Inc; Missoula (MT); On-site; USD 38,000 - 52,000; Full time

Job summary

Swank Enterprises, Inc. seeks an organized Administrative Assistant to support project managers with document control, filing, and communication. You will handle RFI's, submittals, and invoices, coordinate meetings, and assist with cost tracking inside a construction office.

The role requires strong software skills, attention to detail, and a team-oriented mindset to ensure project documentation is accurate and accessible.

Qualifications

• Prior project assistant or administrative experience preferred.
• Proficiency in MS Office and Google Suite for document creation.
• Familiarity with construction software like Procore is a plus.
• Understanding of clerical procedures and office management.

Responsibilities

• Assist with project coordination and management tasks.
• Organize and maintain project files and documentation.
• Prepare and update spreadsheets, presentations, and documents.
• Answer calls, respond to emails, and schedule meetings.
• Upload documents to construction software programs.
• Support cost management input with the accounting team.
• Maintain a safe, courteous office environment and processes.

Skills

Project coordination

Documentation management

Microsoft Office

Google Suite

Communication skills

Multitasking

Customer/service mindset

Team collaboration

Safety compliance

Task prioritization

Tools

Procore

Sage 300 Construction

Outlook

Excel

Word

PowerPoint

Job description

Work closely with designated Project Manager(s) to perform general construction administrative operations, communications, and document control

Completing and filing various project documentation, contract information, construction documents, plans, specifications, RFI's, material submittals, insurance certificates, invoice coding and tracking, change orders, etc.

Work with accounting team to provide support and input for project cost management

Administrative role also includes maintaining overall office wellness, greeting and supporting visitors, keeping office supplies stocked, mailing, office related errands, archiving project documents, recycling, etc.

Works required office hours, Mon - Fri 8am to 5pm, includes 1 hour lunch break

May perform other duties as assigned

Demonstrates knowledge and compliance with all company safety policies and procedures

Skills Required.

• Assist with project coordination and management tasks
• Organize and maintain project files and documentation
• Utilize Microsoft Suite to create and update spreadsheets, presentations, and documents
• Perform clerical duties such as answering phone calls, responding to emails, and scheduling meetings and mailing
• Upload documents to construction software programs
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to multitask and prioritize tasks effectively
• A friendly, positive and approachable team member who connects easily with people
• Ability to execute tasks, ask questions as needed, and deliver on expected timelines accurately and thoughtfully
• Ability to work constructively i ndependent or in teams as needed
• Desire to be a part of a team, learn more, and build a career
• Ensures and contributes to a safe environment for customers and associates

Experience

• Previous experience as a project assistant or in a similar administrative role is preferred but not required
• Proficiency in using both Microsoft Suite (Outlook, Word, Excel, PowerPoint) and Google Suite (Docs, Sheets, Slides) for creating and editing documents
• Familiarity with Procore Construction Management and Sage 300 Construction not required but preferred
• Experience in a construction office or as a construction office receptionist is beneficial but not required.
• Knowledge of clerical procedures and office management practices

Swank Enterprises provides special training to meet additional job requirements as needed.