Project Assistant (Preston Pipelines Infrastructure)
About The Position
The Project Assistant is responsible for providing comprehensive administrative, contract, compliance, and financial support to project teams throughout the lifecycle of projects. This position serves as a critical resource to Project Managers and Project Engineers by coordinating subcontract and supplier documentation, maintaining project records, tracking compliance requirements, and supporting forecasting and reporting activities. The Project Assistant ensures the timely and accurate execution of project administrative processes, including preliminary notices, lower-tier agreements, change orders, insurance compliance, business licensing, and project startup documentation. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment while maintaining effective communication with internal teams, subcontractors, suppliers, clients, and accounting personnel.
Requirements
- Proficient in Microsoft Office Suite, including Outlook, Excel, Word, and Outlook Calendar.
- Experience using Adobe Acrobat, Bluebeam, and accounting software such as Timberline/TimberScan preferred.
- Strong organizational, communication, and multitasking skills with exceptional attention to detail.
- Ability to work independently while collaborating effectively with cross-functional teams and departments.
Nice To Haves
- Strong mathematical and analytical skills.
- Experience in Accounts Payable, Accounts Receivable, or general accounting support functions.
- Effective written communication and business correspondence skills.
- Intermediate to advanced proficiency in Microsoft Excel, including data entry, reporting, and spreadsheet management.
Responsibilities
- Ordering office supplies, snacks, or lunch for team meetings/events.
- Greet customers, clients, vendors, etc.
- Process incoming mail
- Manage incoming deliveries and vendors
- Set up conference room for meetings
- Onboard new hire field personnel in collaboration with HR
- Set up new equipment for field staff
- Manage PPI apparel
- Prepare and send preliminary notices on each project. Includes requesting information from clients when not readily available, updating prelien log, tracking notices, and saving completed prelims in job folders.
- Complete process of all lower tier agreements (subcontracts, POs, work authorizations, etc.) Includes preparation and issuance of agreements and supporting documents, tracking of all compliance items and obtaining signatures.
- Initial entry of lower tier commitments, track and update when necessary.
- Maintain detailed logs to track status of subcontracts, P.O.s, Hauler Agreements, Insurance, Change Orders and other required documents from each subcontractor and supplier. Request missing documents when needed.
- Request updated insurance certificates for each subcontractor and/or supplier when current certificates have expired (Includes reviewing and requesting on a monthly basis).
- Soft file all scanned field tags, subcontracts, P.O.’s, and work orders / authorizations and certificates of insurance for each project. File Hard copies as required.
- Complete process of lower tier change orders (prepare and issue COs, track, obtain signatures).
- When notified by accounting on Wednesday afternoons, pull project cost information from various accounting systems and update weekly forecasting sheets for PM processing and approval.
- Apply for new business licenses as necessary.
- Process incoming preliminary notices received from lower tier vendors, subcontractors and service providers – Entry into Timberline and save hard copies into office binder.
- Process jobs closeouts
- Update job spreadsheets (COI renewals, licenses, etc.)
- Assist with other tasks as required
Benefits
- Comprehensive medical, dental, vision, and life insurance options
- Retirement savings plans with potential employer contributions
- Paid holidays and Paid Time Off (PTO)
- Access to training, certifications, and opportunities for career advancement
- Employee Assistance Program (EAP) and wellness resources
- Additional company-provided and voluntary benefits may be available based on eligibility
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
