Project Management Assistant

VT/NH

The Project Managers Assistant performs routine administrative functions to assist the Project Manager in the day-to-day responsibilities of executing multiple HVAC mechanical and plumbing projects. Responsible for preparing and tracking project documentation throughout the entire course of the project.

Timely processing of project documentation and requests is expected.

Essential Functions:

• Perform routine administrative functions for Project Manager
• Attend project planning meetings and monthly PM/PMA Meetings
• Organize and maintain tracking system for projects
• Create correspondence as requested and interact with vendors and clients
• Review project specifications, drawings and estimates
• Request Certificates of Insurance and Bonds at start of project
• Issue purchase orders & release equipment for shipment
• Track equipment and material deliveries
• Issue subcontracts and subcontract change orders
• Prepare submittals for review and track through the course of the project
• Create RFI’s (Requests for Information)
• Create PCO’s (Proposed Change Orders)
• Execute change orders
• Gather and prepare operation and maintenance manuals according to the specifications
• Print and distribute project drawings
• Run job specific reports
• Attend close out meetings
• Assist in the training of team members

Competencies – Education, Knowledge, Skills, and Abilities:

• High School Diploma or GED equivalent
• 1+ years of experience in an administrative position
• 1+ years of experience in mechanical and HVAC industry preferred
• Customer focus
• Attention to detail
• Good data entry skills
• Maintain confidentiality
• Possess general math skills
• Work is complete and thorough
• Capacity to multi-task and work well under pressure
• Excellent verbal and written communication skills
• Must keep project data/paperwork organized
• Ability to plan and meet deadlines
• Work in a team environment
• Strong computer skills using all Microsoft applications, Adobe and Bluebeam
• Willingness to contribute to process improvement
• Ability to receive and give constructive feedback
• Capacity to problem solve and ability to analyze information
• Ability to review, understand and follow policies and procedures
• Ability to read and understand technical specifications, construction drawings and Project documentation
• Ability to be flexible as work conditions change

Physical Demands and Work Environment:

• Predominately sedentary light office position with high frequency of keyboarding/computer work required (67% – 100%) of the workday
• Ability to travel
• Ability to hear and verbally communicate effectively with customers and team members
• Ability to sit, stand or walk for extended periods of time
• Must be able to see well (either naturally or with correction)
• Use hands, fingers, and arms, to safely data entry
• Lift and carry office supplies or accounting boxes weighing 25 lbs or more
• Climb up and down stairs
• Kneel and crouch