Project Assistant

Wohlsen Construction•Hamden, CT

20h•Hybrid

About The Position

As a Project Assistant, you will provide essential administrative and operational support to the Project Teams, helping ensure project documentation, coordination, and communication run efficiently from start to finish.

Requirements

High school diploma or GED required; equivalent work experience will be considered.
Minimum of five years of experience in a technical or administrative office environment.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to create, edit, and modify PDF documents using tools such as Bluebeam or Adobe Acrobat.
Comfortable using a computer, keyboard, and mouse; able to operate standard office equipment such as printers, copiers, scanners, phones, and calculators.

Nice To Haves

Construction industry experience preferred, especially with AIA documentation and invoicing.
Experience with Bluebeam, DocuSign, CMiC, Procore, and Textura is a plus.

Responsibilities

Process project-related documents such as contracts, change orders, RFIs, AIAs, meeting minutes, close-out materials, archiving, and other correspondence including letters and reports.
Provide administrative support for Project Team which may include typing, scheduling meetings, or data entry.
Ensure subcontractor compliance documentation is collected and current to support monthly billing (e.g., Releases of Liens, Stored Materials forms).
Communicate with external partners to request and obtain complete and accurate required paperwork.
Assist with project accounting tasks including invoice processing, joint checks, stored materials tracking, and phase assignment.
Assist with Purchasing and Submittal processes as requested by Project Teams.
Set up and maintain manual and electronic filing systems in accordance with Wohlsen standards.
Provide administrative support at job sites or office locations based on assignment; responsibilities include answering phones, restocking supplies, managing shipments, and maintaining a clean, organized communal kitchen area.
Help coordinate and guide the Project Team on routine administrative tasks and general project information.
Effectively prioritize tasks and manage scheduling to support project needs.
Collaborate with colleagues in a team-oriented environment to achieve shared goals.
Demonstrate strong communication skills—written, verbal, and digital—to support professional interactions.
Order and maintain office supplies and equipment; ensure timely distribution upon delivery.
Sort and distribute incoming and outgoing mail and packages.
Coordinate shipping and delivery services (FedEx, UPS, etc.).
Greet office visitors and promptly notify the appropriate staff member of their arrival.
Occasionally travel to job sites or other Wohlsen office locations, including transporting materials or supplies as needed.
Provide support for project events such as groundbreaking, ribbon-cutting or topping-out.