Projects Assistant

FourSeasons, Inc. • Knoxville, TN

6d

About The Position

The Projects Assistant supports the Project Delivery team in managing all ongoing projects the FourSeasons way—with a goal of every job done right, the first time. This role partners closely with the Project Delivery team to deliver strong communication, coordination, and support across all stakeholders, including team members, subcontractors, vendors, and customers. By contributing to effective project execution and collaboration, the Projects Assistant plays a key role in helping the team meet and exceed annual operational goals.

Requirements

• High school diploma or equivalent
• Entry level experience in construction project management or related field
• Excellent communication and leadership skills

Nice To Haves

• Ability to read and interpret construction drawings, specifications, and contracts
• Experience managing multiple concurrent projects
• Proven ability to manage project budgets, schedules, and subcontractor/vendor relationships
• Strong working knowledge of construction processes, documentation, and safety protocols
• Proficiency with project management software (e.g., Procore, Microsoft Project, or similar)

Responsibilities

• Book hotels, request per diem and communicate travel requirements, etc. with field team members.
• Review Hotel Engine statement & report to management
• Organize meetings, presentations, and training; attend meetings with the project team and record notes.
• Record and distribute notes and tasks from Daily Morning Huddle
• Print off drawings
• Request for Certificates of Insurance, W9, and other information from subcontractors
• Research / draft permit request forms to pull various permits for projects.
• Complete certified payroll forms as needed
• Update iPads via jamfnow
• Workforce Planning – weekly scheduling and communication of manpower / attendance, to ensure all projects are operating as efficiently as possible.
• Review weekly timesheets for manpower & subcontractors; record/report discrepancies.
• Track labor – weekly entry for all subcontractor labor.
• Prep 2 & 4 week look-ahead manpower schedules
• Create & follow up on Project Delivery Kanban cards
• Assist with scheduling site safety visits
• Assist with prep of Site-Specific Safety plans for each project; develop a template for use company-wide.
• Maintain Toolbox Talks Program – including distributing, tracking and following up on completion from foreman and superintendents.
• Assist with monthly safety topic reminders and communications.
• Schedule and document Safety Committee Meetings
• Safety supplies monthly inventory
• Track Safety Equipment in Procore Resource Planning
• Maintain certifications/training
• Invite & Manage TwiceMe platform
• Print safety manuals for new hires
• Update/maintain Procore company Directory (vendor database) – input new contact companies, as needed.
• Maintain standardized Documents folder structure in Procore for Company & Projects documents.
• Assist with management of electronic project documents: contracts, change orders, invoices, insurance, reports, email communications, IOM manuals, record and as-built drawings, etc. and distribute, as needed.
• Assist in setting up jobs, create job folders, and complete construction plan reproduction and scanning.
• Gather & enter KPI report data from Procore & other sources
• Daily Logs
• Toolbox Talks
• Project Delivery KPI Package
• Update QuickBooks cost codes for all vendors using commitment report
• Update Scribe/Procore tutorial instruction links to Procore’s new support site
• Other duties, as assigned by the Project Management Team to increase overall efficiency and effectiveness of the projects.

Benefits

• Company paid comprehensive medical, dental, and vision benefits for the employee with buy-up options available. Eligibility for coverage begins on day 45 of employment.
• Employer contribution to FSA to help cover healthcare expenses.
• 401(k) with up to 4% employer match
• Eligible for monthly bonus based on company performance.
• Work related essentials such as tools, boots, and clothing, renewed annually.
• Seven days renewed annually.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED