Project Manager Assistant

RA Holdings Group•Richmond, VA

12d•$55,000 - $60,000

About The Position

RA Holdings Group dba AIM Services is seeking a Project Manager Assistant responsible for administrative tasks associated with contract work. This role involves managing accounts payables and receivables for the branch and assisting operations managers with daily tasks.

Requirements

Minimum of 3 years of experience supporting construction projects in a Project Coordinator, Construction Administrator, Assistant Project Manager, or similar role.
Experience with construction accounting, contract administration, project documentation, invoicing, and project closeout activities preferred.
Experience using Foundation Software, FieldFLO, or similar construction management software highly desirable.
Strong understanding of commercial and/or federal construction project processes preferred.

Responsibilities

Maintains the backlog and makes changes to it.
Sets up and manages projects and change orders within Foundation Software.
Maintains resumes of key personnel.
Maintains office electronic signatures.
Works with the Chief Estimator, Project Manager, PMs, & gains approval from RD to process contracts.
Enters project start-up detailed information into FieldFLO.
Manages FieldFLO manpower scheduling for Operations Manager.
Creates work packages with necessary project information for Operations.
Works with the Assistant Operations Manager to submit subcontractors/vendors for project security access.
Responsible for job submittals and for maintaining submittal files.
Submits and maintains asbestos notifications. Notifies PMs and operations of changes and pending expirations.
Submits and maintains Miss Utility tickets.
Assists PMs with obtaining permits, certificates of warranty, and other project administrative requirements.
Administers the accounts receivable (A/R) policy in the branch. Processes and records invoice payments.
Assists in managing the WIP process in the branch.
Answers office phones when the Branch Administrator is unavailable.
Maintains shared files. Ensures shared file folders are organized and not cluttered.
Assists in recordkeeping at the branch level as assigned by the Branch Administrator.
Responsible for bid file and project file recordkeeping at the branch level.
Understands and complies with the requirements of company IT and cybersecurity policies.
Participates in backlog meetings.
Works with the Chief Estimator/Project Manager and SPMs/PMs to invoice customers. Maintains the invoice log. Reconciles the invoice log, the backlog, the invoice rec, and the income statement each month.
Works with the PMs to ensure the timely collection of current accounts receivable (31-60 days). Notifies the Chief Estimator/Project Manager and Branch Administrator of collections past 60 days.
Updates 4330 forms for AB, PB, mold and demo.
Performs other administrative duties as assigned.