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The Planet Grouphttps://cdn.haleymarketing.com/templates/63515/logos/theplanetgroup-200x200.pnghttp://www.theplanetgroup.comhttp://www.theplanetgroup.comtrue
Posted: 02/05/20252025-02-052025-03-13Employment Type:Contract To HireJob Category:AdministrativeJob Number: 629056Is job remote?: No
Job Description
Responsibilities typically include, but are not limited to:
Monthly Progress Reports (Point of contact for coordination)
Create and maintain master report template
Update, coordinate, expedite, and follow up with disciplines for report content
Format final document
Issue to internal team and Client per Project Distribution Matrix
Weekly Status Reports (Point of contact for coordination)
Create report template based on Client report requirements
Coordinate, expedite, and follow up with all disciplines
Format final document
Issue to internal team and Client per Project Distribution Matrix
Project Reports and Studies
Format final document including verifying use of current Standard Decimal Report template for brand consistency
Issue to internal team and Client per Project Distribution Matrix
FEP Reports (Point of contact for coordination)
Create and maintain master report template
Coordinate, expedite, and follow up with each contact for report content
Format final document
Issue to internal team and Client per Project Distribution Matrix
Project Meeting Minutes and Pre-Fab Meeting Minutes
Project team members send all meeting minutes/notes to PAs to finalize and format for distribution
Examples are weekly Client meetings, model reviews, estimate meetings, schedule meetings, procurement meetings, construction meetings, etc… Basically any meeting where formal minutes need to be documented AND published/issued to Client.
PAs will use the standard minutes template (OGCGEN24104 Meeting Agenda-Minutes)
Monthly Progress Presentations and Other Project Presentations
Maintain presentation template
Coordinate, expedite, and follow up with each contact for presentation content
Format final presentation prior to client meeting
Document Locator Transmittals and Notifications (to Clients and/or internal)
Project Assistants generally handle administrative type documents pertaining to the project – Document Control handles technical documents, vendor documents, and construction packages.
Refer to OGCGEN21101 - File Naming and Location Index for specifics on the types of documents that a PA handles (scroll to far right of excel file for PA or DC designation).
Internal and Client Meeting Coordination
Room reservations
Issuing meeting invitations to respective parties
Catering coordination (as requested)
Meeting Setup- provide copies of documentation, if applicable (i.e., IPPM meetings, AIL, deliverables list), A/V requirements, etc.
Attend weekly internal meetings and/or weekly Client meetings for purpose of taking minutes (as requested by PM)
Expense Reports
Process/Troubleshoot for Project Managers and Project Engineers
Travel Reservations (project related)
Support PM and/or PE in maintaining Action Items List(s)
Internal AIL and Client AIL
Update lists as directed, and request updates as specified by the PE(s)
Assist with Project Procurement items
Send out Procurement Status Reports (weekly)
Send out Material Status Reports (weekly)
Upload Q6 reviews into DL for monthly quality checks
Assist with Project Change Notices and Change Orders (solely at the discretion of the Project Manager)
Maintain PCN Log and/or CO Log
Store PCNs and COs in appropriate folder in DL
Issue PCNs and COs to Client for approval
Act as the client point of contact for scheduling needs
When applicable, hold a client account to access clients’ calendars, drop files into their ShareFiles, etc.
Being the Onsite Training Coordinator for Projects
Work with safety department for registering Team members for client, site, and project specific courses as needed
Remain up to date on knowing which trainings are needed by whom and when
Act as communication collaborator for project teams; being proactive chasing down and gathering information, helping to ensure deliverables are on time, sitting in multiple meetings to help seal communication gaps (as time allows based on workload).
Continuously learn and train with different disciplines and software programs to be a source of information for the project team.
Programs such as EcoSys, PowerBi, Microsoft Teams, Adobe, Microsoft Office Programs, and Project Provisioning
General Daily Assistance for Project Manager and Project Engineer(s)
Assistance as requested for Project Leads and their respective teams (i.e. scheduling Client meetings, booking group travel for project meeting(s), printing IPPM tags, other administrative project tasks)
Requirements
High School Diploma/GED required.
Applicable office/clerical experience is required.
Proficient in Microsoft Word, Excel, Access and PowerPoint required.
The staffing industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet domain (@theplanetgroup.com or @launchcg.com) - and not a domain with an alternative extension like .net, .org or .jobs.
The Planet Group and our companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.
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