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Project Assistant

Phoenix, AZ 85004

Posted: 05/11/2023 Employment Type: Contract Job Category: Project Management Job Number: 564281 Country: United States Is job remote?: No

Job Description

Duties may include:
  • Keep and maintain project files;
  • Maintain project e-mail box;
  • Document control - data entry and electronic and manual mark-up of documents to communicate comments;
  • Log, track, and follow up on project documents including correspondence, Requests for Information (RFI's), submittals and shop drawings, etc. and produce monthly progress reports;
  • Coordinate and collaborate on scheduling and assembly of design submittal documents with CWP, drafting, reprographics, mail services for issuing to client;
  • Coordinate and collaborate on receipt, technical and administrative processing, tracking and return of contractor submittals with project team members including internal project manager and team members and external suppliers and clients;
  • learn, adapt and train others on use of tracking tools to be responsive to client's needs and expectations;
  • Facilitate responses to questions regarding projects and research information;
  • Prepare outgoing mailings and labels, including emails and faxes;
  • Organize and maintain filing system;
  • Cross check information for completeness and accuracy;
  • Coordinate client or vendor lunches, including set-up and clean-up;
  • Reserve conference rooms; Coordinate with internal support departments;
  • Project assistance for managers;
  • Help coordinate clerical needs of special projects;
  • Complete weekly timecards;
  • Make copies of printed material.
  • Additional duties as assigned by supervisor to assist in the overall success of the group and company.

2 years of experience, with potential task including the following:
  • Archiving
  • As-Built Processing
  • Assembling and shipping drawing packages to the client
  • Assembling project binders & manuals
  • Book Conferences
  • Camera / Equipment Coordination
  • Catering Orders/Meeting Prep
  • Client Meeting Coordination
  • Client meeting minutes
  • Client Performance Index metrics review/reminders
  • Converting docs from PDF to Word/excel (reproducing if necessary)
  • Copying & printing reports, sets of 11x17 drawings, BOMs, etc.
  • Creating FedEx labels
  • Creating/maintaining Drawing Lists
  • Creating/Sending Transmittal Letters
  • Distribution List Updates
  • Document Control
  • Expense Reports for PM's
  • Folding, Stamping, Packaging
  • Lunch & Learns
  • Mailing/Copying/Scanning
  • Materials Ordering
  • Meeting Agendas & Minutes
  • On-Boarding New Hires & Interns
  • ordering print sets from Repro
  • PPE (FR gear) Coordination
  • Project Filing
  • QC Documentation
  • Reference Manual Information Input
  • Report Distribution
  • Reprographics Ordering
  • Scanning
  • Schedule recurring meetings
  • Submittal Submission/Management
  • Supply Orders
  • Technical Writing/Report Formatting
  • Training Management for Client
  • Training/Meeting Scheduling
  • Transmittal Creation/Prep
  • Typing up documents (i.e. specs, reports, proposals, etc.)
  • Word/Excel Formatting
  • Financial reporting and input in our accounting software
  • Customer service calls
  • High School degree or equivalent. 
  • Minimum 2 years office/clerical experience. 
  • An advanced knowledge of Adobe, Microsoft Word, Excel, Access, and PowerPoint required. 
  • Excellent organization skills, attention to detail, communication skills and ability to handle multiple tasks. 
  • Some college coursework preferred.
  • Pay: $20-25
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