Project Assistant

Timberlab•Portland, OR

About The Position

The Project Assistant provides administrative support to one or more project managers for a construction project or other specified project or department. The role supports daily office and jobsite operations, project documentation, subcontractor compliance, and project close-out activities. The position may require obtaining a Notary Public certificate for the State of Oregon or South Carolina.

Requirements

High school diploma, or an equivalent combination of training and experience, or ability to demonstrate proficient use of computer programs.
Ability to keyboard 45 words per minute accurately.
Valid driver’s license.
Working knowledge of general office procedures and office machines.
Proficient English verbal communication skills, including a professional telephone manner.
Reliability, dependability, and flexibility.

Responsibilities

Perform all essential duties of a Junior Administrative/Junior Project Assistant.
Answer phones, screen and handle routine items, and direct calls as appropriate.
Process incoming and outgoing mail, including UPS and Federal Express; sort, prioritize, and distribute mail and handle items that do not require a supervisor’s attention.
Assist with travel arrangements, plan itineraries, and schedule meetings.
Arrange catering and assist with event planning.
Assist with administration of office and jobsite facilities as assigned.
Maintain inventory of office supplies and materials, and order or purchase supplies as needed.
Prepare, type, and distribute correspondence, reports, job meeting minutes, and other administrative work for supervisor’s signature.
Maintain an accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs, and job files.
Prepare and process commitment documents, including purchase orders, subcontracts, rental agreements, and change orders; track signed and returned commitments and agreements.
Order and distribute plans.
Track subcontractor compliance, including safety submittals, certified payroll reporting, and CCB licensing.
Coordinate with the corporate prequalification department on subcontractor information submissions and renewals.
Communicate directly with subcontractors to request required prequalification documents and information in a timely manner and assist with troubleshooting.
Follow job close-out procedures, including archiving project plans and files.
Obtain a Notary Public certificate for the State of Oregon or South Carolina.
Process new client/business partner setup in the cost management system.
Complete other responsibilities as assigned.