Project Management Assistant

Holland Partner Group•San Jose, CA

1d•Onsite

About The Position

The Project Management Assistant is responsible for providing administrative support and assistance to the project teams in accordance with Holland Partner Group’s Core Values. This individual works under direct supervision with limited decision-making authority.

Requirements

High School Diploma or equivalent is required.
Three years’ experience working in an administrative capacity required.
Demonstrated proficiency in the use of Microsoft Office products.
Ability to proofread and perform detailed tasks.
Skilled in problem solving and analysis.
Strong organizational, interpersonal skills.
Strong verbal and written communication skills.
Ability to use common electronic office equipment.
Ability to work effectively with all levels of employees and a wide variety of internal and external customers, while inspiring respect and credibility.
Demonstrated ability to successfully work on multiple projects simultaneously.
Must be personable, persistent, diplomatic and have the ability to maintain confidentiality.
Must be proactive, flexible, responsible and resourceful.
Strong customer service orientation.
Knowledge of Department of Consumer Affairs Contractors State License Boards and Secretary of State Business search.
Regular and punctual attendance compliant with the schedule set to meet company needs.
Ability to lift or move up to 20 pounds.
Hearing and visual ability to observe and detect signs of emergency situations.
Fluency in English both verbally and non-verbally.

Nice To Haves

Associates degree in related field preferred.
Experience supporting Construction teams and/or projects strongly preferred.
Ability to become proficient in the use of company software such as Procore, Bluebeam, RealPage Vendor Credentialing, Oracle Textura Payment Management, Oracle PQM and Yardi.

Responsibilities

Act as liaison between Project Management, Field Operations, Subcontractors, Vendors and Corporate Office.
Coordinate between project teams and the accounting team to support accounting duties.
Type, edit, proofread, copy, and/or distribute documents and correspondence.
Organize and coordinate project specific meetings and calendars as needed.
Manage Subcontractors and Vendors enrollment in prequalification and insurance processes.
Update all project information in project management software including, but not limited to, Directory, Documents, Commitments, Change Events, Change Orders, and Meeting Minutes.
Prepare and process commitment documents including, but not limited to, subcontracts, purchase orders, rental agreements, Professional Services Agreements, and Change Orders through the commitment lifecycle.
Maintain accurate commitment logs and project specific logs, as assigned.
Collect, file and maintain subcontractor safety documents.
Assist, track file and support Project Management team members with project close-out process.
Assist and/or manage additional project responsibilities including, but not limited to, creating, building and sending out bid packages, supplemental documents, drawings and specifications, and project safety field documents.
Manage material invoices and direct cost imports.
Handle confidential files, materials and correspondence
Assist with management of company equipment in coordination with Procurement Team.
Assist with administration of notarizing Owner Pay Applications.
Comply with established company policy and procedures.
Represent Holland Partner Group in a professional manner at all times.
Perform all other duties as directed and assist the overall team effort in any way possible.