Project Assistant at Timberlab in Portland, OR

Job Description Summary:

To provide administrative support to project management team (may be one or more people) for construction project, or other specified project or department.

Job Description:

POSITION RESPONSIBILITIES AND DUTIES:

• Ability to perform all essential duties of Junior Administrative/Jr. Project Assistant
• Answer phones - screen/handle routine items and direct calls as appropriate
• Process incoming and outgoing mail including UPS and Federal Express, sort, prioritize, and distribute, handle items not requiring supervisor’s attention
• Assist with travel arrangements, planning itineraries and scheduling meetings
• Arrange catering and assist with event planning
• Assist with administration of office/jobsite facilities, as assigned
• Maintain inventory of office supplies and materials, and order or purchase as needed
• Prepare, type and distribute correspondence, reports, and other administrative work, including job meeting minutes, for supervisor’s signature.
• Maintain accurate, standardized filing system, including week-ending and month-ending job files, insurance and bonding logs, commitment logs and job files.
• Prepare and process commitment documents (purchase orders, subcontracts, rental agreements, and change orders). Track signed, returned commitments/agreements
• Order and distribute plans
• Track subcontractor compliance such as safety submittals, certified payroll reporting, CCB licensing, etc.
• Coordinate with corporate prequalification department on subcontractor information submissions and renewals;
• Actively communicate directly with subcontractors to solicit required prequalification documents and information in a timely manner, assist with troubleshooting
• Follow job close-out procedures including archiving project plans and files
• Process new Client/Business Partner setup into cost management system
• Complete other responsibilities as assigned

MINIMUM SKILLS OR EXPERIENCE REQUIREMENTS:

• High School Diploma or equivalent
• Ability to keyboard 45 wpm accurately
• Possess a valid driver’s license
• Working knowledge of general office procedures and office machines
• Proficient in English verbal communication skills, including professional telephone manner
• Reliability, dependability, and flexibility
• Currently possess or ability to obtain Notary Public for the state of facility location within 6 months from the employment start date