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Project Manager Assistant in Mount Holly, NC at Pionear

Date Posted: 8/27/2018

Job Snapshot

Job Description

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Project Manager Assistant
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Mount Holly, NC

3 Keys:

  1. Contracts, Submittals, Set up Jobs
  2. Change Orders, Work Orders
  3. AIA Billing and Cost to complete billing


Goal:  
Serves as primary coordinator of Field Operations and assistant to Charlotte Project Managers and Estimator.

ESSENTIAL DUTIES AND RESPONSIBILITES include the following -- Other duties may be assigned:

  1. Receive NTP/LOI/Contract for awarded projects from GC’s
    1. Process contract and all applicable required documentation such as COI, W9, etc.  Return Contract to GC per their requirements.
    2. Link contract and all documentation in Construction Software (Viewpoint)
  2. Prepare project submittals based on Finish Schedule by requesting samples from manufacturers of all finishes (paint, wallcovering, etc.).  Prepare submittal books and submit to GC for approval.  Track and follow up on Submittals until approved.
  3. Submit RFI’s for any missing finishes or information. Track/follow up until RFI is satisfied/closed.
  4. Prepare Field Package consisting of Work Order, scope of work, marked up/colored architectural drawings, samples, and all other applicable documentation needed by field staff to complete project.
    1. Upload field package to web based software for mobile accessibility.
  5. Coordinate scheduling of project with Superintendent. 
    1. Work with Superintendent/Safety Director to submit badging, drug testing, background checks as needed/required for project.
  6. Review field package with PM prior to project handoff with Superintendents.
  7. Order specialty finishes/wallcovering as needed. Track ship date, and alert PM to arrival for scheduling of Installer.
    1. Schedule Installers as directed by Superintendent/Project Manager.
  8. Prepare Change Order Requests as they come in from GC or as Field Staff alerts to changes made onsite.
    1. Work with PM to draft cost and submit to GC.
    2. Enter into Construction Software, track, follow up as needed, continue to approval.
    3. Process GC change orders as approved, prepare for billing.
  9. Use Job Cost Reports to work with PM to prepare monthly billings based on cost reports, schedule, project progress, etc.
    1. Enter all monthly billings into Construction Software and work with AR Department to submit to GC.
  10. Prepare project closeouts at completion of project as required/requested by GC, including warranty, attic stock etc.
    1. Prepare job file to be closed out.  Prepare final billings.
  11. Screen calls for PMs and Officers.
  12. Assist Project Managers in day to day tasks, scheduling, etc.
  13. Form relationships and assist clients with needs.
  14. Coordinate insurance renewal and work with insurance company to select COI’s needed at renewal.
  15. Special projects/other assigned duties

Pre-Con Assistant:

  1. Responsible for all bid requests, responses, follow-up and updating of bid list
  2. Bidding and all bid forms
  3. Attend weekly bid meeting and organize results
  4. Pre-Qualification Statements:  Coordinate, update and submit for all brands
  5. Brochures:
  6. Company information updated – usually goes with Pre-Qualifications
  7. Pricing of materials for estimates from suppliers
  8. Reply to requests for information (R.F.I.’s)
  9. Download plans and setup folders for upcoming bids
  10. Assist Estimators as needed
  11. Keep bids from being duplicated – setup system to do so
  12. Follow up with project managers to track bid results
  13. Track hit to bid ratio
  14. Streamline the bidding process
  15. Timely responses to customers
  16. Learn the Edge to coordinate read only info
  17. Request bid bonds
  18. Take Cold Calls and log on spreadsheet




Job Requirements

Miscellaneous Tasks / General Requirements:

  1. Prepare for job site meetings as needed
  2. Provide complete support and office back-up to ensure a smooth running job in the field
  3. Coordinate training times as required to maintain certifications for field personnel
  4. Create systems/forms for tracking all operations
  5. Obtain feedback from field personnel (e.g., production and coverage rates compared to estimate)
  1. Proficient in writing, understanding, and using construction documents
  2. Excellent written and verbal communication skills
  3. Professional and polished in appearance and speech
  4. Self-motivated, punctual and forward thinker
  5. Able to manage multiple tasks and have excellent follow up skills
  6. Computer literacy required
  7. Proficient with computer software; e.g., onscreen take-off software “Edge', Microsoft Office Suite, Project Management Software
  8. Participate in Company sponsored training as made available


EDUCATION and/or EXPERIENCE:

Two to Five years related experience and/or training or equivalent combination of education and experience.


LANGUAGE SKILLS:

Ability to read and interpret documents such as blue prints, procedure manuals and safety rules.  Ability to speak effectively before groups of customers or employees of our Company.


MATHEMATICAL SKILLS:

Ability to calculate figures and amounts such as costs, overhead, profit, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.


REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions.Ability to solve practical problems and deal with a variety of abstract and concrete variables in situations where only limited standardization exists. Ability to interpret an extensive variety of technical instructions in written, oral, diagram or schedule form. Ability to organize and prioritize data from several sources.


PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to sit, use hands to fingers, handle, or feel and talk or hear.  The employee frequently is required to sit, stand, and walk; reach with hands and arms and may climb or balance, and stoop.  The employee may be required to move or lift up to 25 lbs.


WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to drive a vehicle and should maintain a driver’s license.  Normal office conditions with quiet to moderate noise level from office machines will exist.

 
Pionear is an equal opportunity employer.

Mount Holly, NC
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Project Manager Assistant
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