Project Manager Assistant

Employer Information:

Organization Name: Carl A. Nelson & Company
Job Department: Project Manager Assistant
Reports to: Assistant to the President
Job Location: Cedar Falls, Iowa and/or Burlington, Iowa
FLSA Status: Non-Exempt

Job Description

Principal Objective of Position:

Work with various Project Managers (PMs), Field Engineers (FEs), and Superintendents to provide administrative support throughout the entire life-cycle of projects from bidding to close-out and preparation and distribution of Operations & Maintenance Manuals. Assist with tracking of contractual compliance requirements of the Company and subcontractors. Assist in maintaining electronic files of project information according to Company policy. Performing record retention functions according to Company policy.

Job Functions:

Create and maintain project files for the PMs, FEs, and the Superintendents
Interact with others on PM’s or FEs behalf including subcontractors, material suppliers and co-workers
Receive messages and documentation via various means; copy, print, or scan documentation received, including blueprints, as needed and distribute using an appropriate distribution method to others and/or retain in files as appropriate
Compose or otherwise prepare letters, memos, transmittals and other documents as needed using an appropriate method and following Company guidelines
Compile information for reports or correspondence
Prepare packages for delivery using an appropriate delivery method, including registered, certified and insured mail, third party delivery service, etc. and record for correct posting of job cost
Schedule appointments, arrange conference calls and web-based meetings and maintain a calendar
Schedule meetings, prepare meeting materials and prepare conference rooms for meetings and take minutes as needed
Make travel arrangements and prepare itineraries and travel directions
Maintain contact list for projects, including contact names, telephone/fax numbers, etc.
Prepare and submit for approval; AIA Documents (including monthly pay applications on CM projects), Consensus Docs contracts, work orders, purchase orders, contract and subcontract documents, change orders and other documents as required according to Company policies and procedures
Proof-read and check own work and others’ work, including work of PM, subcontractors, etc. ensuring it is free of errors and complies with Company policies or contractual requirements
Assist with maintaining construction schedules
Maintain Submittal Logs
Scan, save and file all fully executed subcontracts, purchase orders and change orders and update Timberline commitment records as received. Also includes tracking the ones not received and follow up.
Maintain bidders listing in ISQFT on projects bidding, along with sending out invites, addendums, and making phone calls for prospective bidders
Verification and follow up of all subcontractor and material supplier insurance certificates and endorsements with correct coverages and expiration dates

Other Functions:

Update work order list, blueprint archives and bidding schedule
Provide back-up for other Project Manager Assistants as needed
Running various errands needed
May be asked to perform other duties as required by business needs
Ordering all office supplies and miscellaneous supplies needed for the office

Education:

High School Diploma (or GED or High School Equivalence Certificate). Additional education in related subjects preferred.

Experience:

Three to five years of related experience, preferably within the construction industry. Prior experience with Sage 300 Construction and Real Estate software preferred.

Position Type/Expected Hours of Work:

This is a full-time position. Standard hours of work are Monday through Friday 8:00 a.m. to 5:00 p.m., 40 hours per week. Hours of Work may fluctuate depending on the needs and workload. Some overtime may be required based on Company policy.

Key Skills and Abilities:

Working knowledge of the Company’s Policies and Procedures related to the position
Working knowledge of all office equipment - printers, copiers, etc.
Working knowledge of administrative and clerical procedures and systems such as word processing, managing files and records
General knowledge of the Company’s subcontractor prequalification procedures
Strong English verbal and written communication skills
General knowledge of the telephone system hardware and voice mail functions
General knowledge of arithmetic, algebra, and their applications and using mathematics to solve problems.
General knowledge of basic functions of spreadsheet software.
Ability to understand written documents
Ability to understand and follow flowcharts
Ability to communicate effectively verbally or in writing as appropriate for the needs of the audience
Ability to understand the implications of new information for both current and future problem-solving and decision-making
Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Ability to be aware of others' reactions and understanding why they react as they do
Ability to work individually or as part of a team

Leadership:

Managing one's own time including preparation and effective use of schedule, checklists, and reminders
Perform effectively in environments with frequent workload changes and competing demands
Perform repetitive work according to set procedures
Perform with frequent interruptions and/or distractions
Set priorities which accurately reflect the relative importance of job responsibilities
Adjust priorities quickly as circumstances dictate
Prioritize assignments and complete work in a timely manner
Work independently and follow through on assignments with minimal direction
Make appropriate job decisions following standard office policies and past precedents.
Establish and maintain cooperative working relationships with co-workers and the public.
Monitoring/Assessing performance of yourself to make improvements or take corrective action. Identifying problems and review related information to develop and evaluate options and implement solutions.
Adjust own actions in relation to others' actions.
Review own work for accuracy

Physical Demands and Requirements:

Sitting up to 8 hours
Standing variable – up to 2 hours
Repetitive Motions
Lifting up to 40lbs.
Walking and Climbing Stairs
Reaching with hands and arms
Stooping, bending, kneeling
Use of hands and fingers to handle, feel, and operate office or other equipment or machines
Normal or corrected normal vision and hearing
Clear speech
Extensive use of computer keyboards and screens

Work Environment:

Indoors, Environmentally Controlled
Deadlines
Frequent contact with others including external and internal customers and vendors through; e-mail, face-to-face discussions, letters and memos and telephone, etc.
Will at times have to deal with conflict situations
Accuracy of work is critical
Frequent interruptions
Fluctuating workload
Repetitive tasks
Working individually or with group or team
May require some overtime subject to Company policies

Tools and Technology Used:

Desktop computers
10-key calculators
Office Equipment; phones, copiers, scanners, etc.

Software:

Sage 300 Construction and Real Estate accounting and job cost software
iSqFt online bid management software
Microsoft Office Suite, Word, Excel, Outlook
Adobe Acrobat Pro and/or Bluebeam
AIA Contract Documents
Consensus Docs contract software
UPS Worldship

To apply, contact Brandi Marshall. Call or text 319-753-8785, or email bmarshall@carlanelsonco.com.