Assistant Construction Project Manager

State of Oklahoma • Oklahoma City, OK

3d • Hybrid

About The Position

As an Assistant Construction Project Manager with OMES, you will assist the Project Manager in preparing construction projects and bid documents for public bid openings. This role involves entering project data into the Unifier database, processing change orders and payments, and communicating with various stakeholders. You will also serve as a back-up for administrative tasks and potentially as a Lead Certified Procurement Officer.

Requirements

• High school diploma or equivalent and minimum one year of technical administrative experience or related construction experience
• Strong attention to detail and documentation accuracy
• Proficiency with Microsoft Office Suite (especially Excel and Outlook)
• Mastery of PeopleSoft or construction management software (e.g., Unifier)
• Excellent organizational and communication skills.

Nice To Haves

• Certified Procurement Officer Certification

Responsibilities

• Assists the Project Manager in preparing construction projects and bid documents for public bid openings, including reviewing and preparing solicitations, project manuals, bid tab sheets, specifications, drawings, terms and conditions, and other documents as necessary. Checking for completeness and verifying accuracy.
• Enter projects, contracts, change orders, pay applications, notes, pictures, updates, and invoicing into the Unifier database.
• Communicate and consult with project managers and construction specialists regularly, assisting with improving communication with our customers and tracking project timelines.
• Processes change orders, renewals, approved pay applications or invoices, transmitting them to the agency for payment.
• Review project bid tab for appropriateness for bid openings and work in conjunction with other contracting officers.
• Record bids at bid opening and upload completed bid tab to online bidding site.
• Processes and update PeopleSoft purchase orders as needed to correspond to the contract document.
• Draft and processes requests for solicitations for Architectural, Engineering, Construction Management, and Design Build for review by the Project Manager and release.
• Upload documents to the online plan room as needed.
• Processes construction contracts and route to the vendor for signature, requesting bonds and insurance when applicable.
• Review returned contracts and route as needed.
• Review Purchase Orders as needed and send Notice to Proceed according to procedure.
• Serve as back-up for the mail, phone, open records requests, online bidding, solicitations to newspapers for advertisement, and other staff.
• Communicate effectively in all areas of communication (i.e., email, telephone, in person, etc.).
• Corresponds with agencies, vendors, consultants, and the public via phone, letters, and email, dispensing information to assist with problems, questions, and/or fulfilling requests.
• Disseminates accurate information consistent with Title 61 and OAC 260.
• Responsible for tracking construction project invoices and reporting. Contacts using the agency on any aging invoices and provide reports.
• Serve as one of the agency’s Lead Certified Procurement Officer who is responsible for the issuance of purchase orders for the Agency. This shall include; Audit all documentation for necessary approvals and completeness of details. Determine appropriate method of acquisition in accordance with all relevant state statutes and rules. Process purchase orders, payment requests, and contract renewals in PeopleSoft.
• P-Card Holder shall follow all Statutes, Rules, and Regulations set by OMES.
• Provides data for monthly metrics report and other reports as needed.
• Special projects, clerical or other duties assigned.
• Attend staff and training meetings designated mandatory.

Benefits

• Generous leave including 15 days of vacation, 15 days of sick leave and 11 paid holidays annually.
• A comprehensive Benefit Package with a generous benefit allowance to offset the cost of insurance premiums for employees and their eligible dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED