Project Assistant

Wohlsen Construction•Baltimore, MD

10d•$60,000 - $70,000

About The Position

You will perform administrative and clerical duties providing support to the Project Team, recognizing the impact of administrative support to a profitable project. You will perform routine tasks with no supervision and organize and develop reports, memo’s, correspondence and departmental systems with general direction. You will take initiative to implement time and money saving measures.

Requirements

High school graduate or equivalent.
Minimum ten years’ experience in a technical office environment.
Knowledge of company’s computer programs.
Good communication skills, including written, verbal and electronic.
Pleasant telephone manner.
Ability to schedule and organize time, i.e., setting priorities.
Ability to work with others in a team spirit to accomplish the task at hand.
Occasional travel to jobsite or other Wohlsen office.
Physical ability to lift and transport drawings and files.

Responsibilities

Performs administrative and clerical support for assigned Project Team(s) including: Processing correspondence and data including composing memos, reports, or short letters. Perform additional assignment per supervisor’s direction.
Sorting, prioritizing and distributing incoming materials. Screens all incoming materials to determine completeness and appropriateness. Makes judgment on routine items and assumes responsibility for completing if Project Manager is involved in higher priority efforts.
Answering telephone, taking messages and responding to questions as needed.
Maintaining regular schedules and calendars.
Organizing and directing Project Team on routine administrative tasks and advising team of routine administrative tasks and advising team of routine general information.
Designs and maintains manual and electronic filing systems for each project assigned to the Project Team. This includes setting up new files, filing new material, searching for requested material, archiving project files and periodically purging obsolete materials in accordance with instructions and guidelines.
Processes project related documents including but not limited to, meeting minutes, submittals, contracts, extras change orders, requests for information, application for payment, including any required project waivers, punch lists, close-out documentation and compiling COP’s for AIA CO when required documents such as certified payroll, Act 34 and Act 151, OCIP information, and others if applicable. Track receipt of said documents and maintain logs of each as required.
Handle Accounting in regard to coding invoices, pay applications, processing paperwork for joint checks, obtain required information for stored materials.
Provides relief and backup support to other Project Assistants as needed.
Assists Project Team(s) in less technical tasks such as forming expected submittal lists from the specifications book.
Set up new project and enter information into CMiC including Dwgs, Specs, Addenda’s, etc.
Relieves Receptionist, as required.
Handle specific owner requirements associated with owner invoices.
Work with contract administrator and risk management regarding contract changes and insurance coverages.
Ability to be proactive, problem solver and resource to answer questions from other project assistants.
Ability to train new Project Assistants.