Project Assistant Jobs

About The Position

Requirements

• U.S. citizenship is required.
• Ability to obtain and maintain the required Government security clearance, if required by the contract.
• Ability to successfully complete applicable background check and drug-screening requirements.
• Ability to comply with federal, client, company, and site-specific safety requirements.
• Ability to travel to project and job-site locations as required.
• Minimum of two years of experience in construction project administration, project coordination, document control, Assistant Project Management, or a closely related construction support role.
• Proficiency with Microsoft Word, Excel, Outlook, and Teams.
• Strong organizational and document-control skills with exceptional attention to detail.
• Demonstrated ability to maintain project records, track document revisions, manage logs, and prepare professional project correspondence.
• Ability to support multiple Project Managers and active projects simultaneously while managing competing priorities and deadlines.
• Strong written and verbal communication skills and ability to coordinate professionally with subcontractors, vendors, project personnel, clients, Government representatives, and internal departments.
• Ability to follow established workflows, identify missing or incomplete information, and appropriately elevate unresolved issues.
• Dependable follow-through and ability to complete assigned responsibilities with limited day-to-day prompting.
• Ability and willingness to learn company systems, construction terminology, contractual requirements, and project documentation processes.

Nice To Haves

• Bachelor’s degree in Construction Management, Engineering, Business Administration, or a related field; equivalent relevant construction experience will also be considered.
• One to three years of experience supporting construction projects; federal construction experience is strongly preferred.
• Experience using Procore or a comparable construction management platform.
• Experience with USACE RMS or similar Government construction management and reporting systems.
• Familiarity with submittal registers, RFI logs, change orders, subcontract documentation, payment applications, project schedules, and construction closeout procedures.
• Experience supporting federal, Government, or design-build construction projects.
• Experience coordinating documentation across multiple active construction projects or company entities.
• Familiarity with federal construction documentation, quality-control, and project-reporting requirements.
• Experience with construction accounting or project cost-control systems.
• Preferred software experience: Procore, USACE RMS, SAGE / Timberline, Oracle Primavera P6 and/or Microsoft Project, Microsoft Word, Excel, Outlook, and Teams, Microsoft 365 / SharePoint, Adobe Acrobat, and WebEx.

Responsibilities

• Assist Project Managers with planning, coordination, execution, and closeout of assigned construction projects.
• Support project planning, scheduling, budgeting, cost tracking, and cost-control activities; assist with estimating, bids, proposals, and preconstruction as assigned.
• Coordinate communication and documentation among project teams, field operations, subcontractors, vendors, designers, owners, Government representatives, and internal departments.
• Support design coordination, reviews, permitting, and other project requirements; update schedules, cost reports, forecasts, and tracking tools using approved project information.
• Monitor deadlines, outstanding actions, missing documentation, and administrative issues; follow up with responsible parties and elevate concerns to the appropriate Project Manager.
• Establish and maintain submittal registers; request and collect submittal materials; check packages for administrative completeness; coordinate reviews and routing; record comments; distribute reviewed documents; and track overdue items.
• Establish and maintain organized electronic project files using Procore, Microsoft 365, and other approved systems; maintain project documentation, logs, correspondence, drawings, specifications, meeting records, reports, and control documents.
• Track RFIs, submittals, drawings, correspondence, change documentation, meeting minutes, action items, and other project records; control document revisions and maintain required logs.
• Prepare routine reports and summaries identifying outstanding documents, approaching deadlines, unresolved actions, and items requiring management attention.
• Assist with subcontract and purchase-order packages, and track agreements, insurance certificates, vendor and subcontractor documentation, change orders, invoices, payment applications, and project-cost records.
• Coordinate with Project Managers, Accounting, Contracts, subcontractors, vendors, and administrators to resolve missing or incomplete contractual and financial documentation.
• Schedule project and coordination meetings; prepare agendas, presentations, reports, and supporting materials; attend meetings, prepare minutes, document decisions and action items, distribute minutes, and follow up on actions.
• Maintain project calendars, schedules, milestones, and action-item logs; prepare correspondence and communicate professionally with project stakeholders.
• Assist with quality-control and site-safety documentation, inspections, testing records, deficiency items, corrective actions, Government reporting, and required quality records.
• Coordinate with the Superintendent, Quality Control Manager, and Site Safety & Health Officer to complete and maintain administrative records; comply with applicable safety requirements when visiting active sites.
• Support closeout from substantial completion through final acceptance by collecting, organizing, and tracking warranties, O&M manuals, record drawings, as-builts, training records, certifications, testing documentation, and other turnover materials.
• Maintain closeout logs, follow up on outstanding requirements, support punch-list documentation, assist with final document delivery to owners or Government, and complete electronic filing and project archiving.
• Provide general administrative support, maintain records in accordance with retention requirements, handle confidential information appropriately, follow company workflows, identify incomplete information, and elevate unresolved issues.
• Perform additional duties as assigned to support project execution and company operations.