Assistant Project Manager

Job Description

Job DescriptionDescription:

JOB SUMMARY: The Project Manager Assistant is responsible for providing administrative support to document and track projects as well as the execution of the project purchasing processes to ensure on-time availability of materials.

Key accountabilities in order of priority and with ideal time allocations are:

1. Provides administrative support for project management throughout the duration of projects to increase profitability and allow project manager to focus on driving revenue. (50%)

2. Obtains pricing and accurately orders materials and equipment to meet project schedules. (30%)

Note: Twenty percent of time is reserved for ancillary responsibilities, interruptions and unplanned activities.

ESSENTIAL JOB FUNCTIONS: The responsibilities listed are fundamental to the position and must be performed successfully to achieve the key performance objectives of the role. Other responsibilities may be assigned.

Interpersonal Responsibilities

1. Establishes cooperative relationships with project managers and project team members to clearly understand project scope and requirements; participates in job kick-off meetings for all jobs over 250 hours.
2. Acts as a liaison for foreman and customers to appropriately handle or hand off requests; clearly documents and passes messages to project managers in a timely manner.

Operational Responsibilities

1. Performs job setup administrative duties to accurately create and document jobs/job progress; ensures all documents are properly filed. Creates and maintains job files and weekly/monthly reports to accurately track project performance and profitability.
2. Gathers plan documents and project specifications for project managers and submits request for quote to obtain pricing information to assist the development of accurate bids.
3. Reviews project contracts to understand specific customer processes and contractual requirements related to billings, waivers, insurance, etc. Documents and communicates project specific contractual requirements to internal teams to ensure compliance.
4. Coordinates temporary living quarters, per-diem and travel for field employees assigned to project.
5. Works in conjunction with accounts payable to obtain vendor setup and approval; assists in troubleshooting purchase order discrepancies.
6. Ensures accounts receivable has the proper supporting documentation and contractual billing information and requirements to facilitate timely invoicing and payment.
7. Follow PMA process to get material:
   1. Get quote from vendor, agree to price and delivered date, agree to delivery date and shipping method with vendor, write purchase order and upload into company software, get acknowledgement, check acknowledgement for 100% accuracy (sizes, prices, and delivery date), upload acknowledgement into job file, verify verbally the order is on track 1 week before agreed upon delivery date, and let PM know the date material arrives.
8. Research new products and vendors for assigned projects, based on pricing, quality, availability, etc., and solicit quotes to allow project managers to develop competitive project bid strategies; obtains follow-up quotes and gather pricing as necessary to allow for accurate buy-out information for jobs.
9. Request samples and submittal information. Provide samples and submittal information to Project Manager.

10. Accurately creates, revises as necessary, and submits material, field supplies and equipment purchase orders for assigned jobs and send purchase orders to vendors.

11. Tracks, verifies, and expedites outstanding orders to ensure on-time delivery, provides forecasted ship/delivery dates to project management as required.

12. Utilizes company software to accurately upload purchase orders, acknowledgements, and packing slips into job information.

13. Coordinates with project manager and equipment manager to ensure appropriate lift equipment, and required safety equipment, availability to facilitate timely project competition; coordinates the equipment duration and timely return of equipment.

14. Coordinates with receiving on incoming orders in order to properly track material storage location; assists in resolving any product issues as necessary.

1. Coordinates freight logistics for pick up/drop off with the most cost effective, quality freight carrier to ensure on-time delivery of materials; processes freight claims and works in conjunction with freight carriers to resolve claims in an efficient manner.
2. Communicate with field/warehouse on broken or missing items.
3. Runs reports for project managers as necessary.
4. Earns certifications as necessary when directed by Project Manager.
5. Ensure APQ is cleared out and nothing is left in APQ for more than 7 days.
6. Gather warranty and close out documents.
7. Break down job files.
8. Professionally receives and transfers incoming calls with a smile to the appropriate team member or takes messages as requested. Sends email with message to appropriate team members.
9. Supports internal staff by performing a variety of general administrative duties including preparing correspondence, updating various lists/reports, performing data entry functions, copies, scans, and faxes documents as requested.
10. Handle daily deposits and mail runs.
11. Cover shop floor as needed, including lunches and absences.

Requirements:

PERFORMANCE FACTORS: The performance factors described here are core abilities that translate into desired on-the-job behaviors which contribute to the employee successfully achieving the performance objectives of this job and carrying out the assigned responsibilities.

1. Personal Accountability: Accepts personal responsibility for the consequences of personal actions; avoids placing unnecessary blame on others; maintains personal commitment to objectives regardless of the success or failure of personal decisions; applies personal lessons learned from past failures to moving forward in achieving future successes.

2. Self-Management: Independently pursues business objectives in an organized and efficient manner; prioritizes activities as necessary to meet job responsibilities; maintains required level of activity toward achieving goals without direct supervision; minimizes work flow disruptions and time wasters to complete high quality work within a specified time frame.

3. Teamwork: Respects team members and their individual perspectives; makes team mission and objectives a priority; works toward consensus when team decisions are required; meets agreed-upon deadlines on team assignments and commitments; shares responsibility with team members for successes and failures; keeps team members informed regarding projects; supports team decisions; recognizes and appreciates the contribution of team members; behaves in a manner consistent with team values and mission; provides constructive feedback to team and its members; responds positively to feedback from team members; raises and/or confronts issues limiting team effectiveness.

4. Flexibility: Responds promptly to shifts in direction, priorities and schedules; demonstrates agility in accepting new ideas, approaches and/or methods; effective in juggling multiple priorities and tasks; modifies methods or strategies to fit changing circumstances; adapts personal style to work with different people; maintains productivity during transitions, even in the midst of chaos; embraces and/or champions change.

5. Interpersonal Skills: Strives for self-awareness; demonstrates sincere interest in others; treats all people with respect, courtesy and consideration; respects differences in the attitudes and perspectives of others; listens observes and strives to gain understanding of others; communicates effectively; is sensitive to diversity issues; develops and maintains relationships with many different kinds of people regardless of cultural differences.

6. Planning and Organizing: Works effectively within established time frames and priorities; utilizes logical, practical and efficient approaches; prioritizes tasks for optimum productivity; develops procedures, processes and systems for order, accuracy, efficiency and productivity; anticipates probable effects, outcomes and risks; develops contingency plans to minimize waste, error and risk; allocates, adjusts and manages resources

7. Resiliency: Continues toward goals in the face of difficulty and adversity; handles criticism and rejection from others with objectivity; recovers quickly from personal setbacks; moves past unforeseen obstacles without unnecessary delay.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The physical demands of this position require the ability to communicate orally and in writing, hear at a conversation level, use both legs, use vision for depth perception, distinguish between colors and operate a motor vehicle.

While performing the duties of this job, the employee will frequently (34-66% time on job) climb stairs and twist or bend their wrists. Occasionally (6-33% of time on job), the employee will be required to stand, walk, sit and place feet in positions of flexion or extension. The employee will infrequently (2-5% time on job) be required to kneel, carry up to 5 pounds, lift 10 pounds or less and use hands for gripping pressure. The employee will rarely (1% time on job or less) be required to stoop, crawl, repeatedly bend, twist while rotating at the waist, reach above their heads and lift 50 pounds or less.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The employee will continuously (67-100% time on job) be required work indoors. Infrequently (2-5% time on job), the employee will be required to experience cold below 55 degrees and work alone. The employee will rarely (1% time on job or less) be required to work outdoors and travel.

Rarely (1% time on job) the employee will be required to wear eye protection, hearing protection, hard hats, safety shoes/boots, gloves, respirators and body protection.

MINIMUM QUALIFICATIONS

1. Experience: 2-5 years in construction, familiarity with data entry, billing, schedules and project deadlines.

Must have substantial experience in Microsoft Office. Demonstration of language ability through the creation and deciphering of work orders, status reports and general information to management. Personal traits should align with loyalty, team player, organization, excellent communication skills and the desire to create a career.

2. Reasoning and Development: Apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

3. Mathematical Development: Ability to add, subtract, and divide all units of measure. Ability to compute percentages, interest, profit and loss; basic statistics, ability to read and use graphs/charts and general algebra.

4. Language Development: Ability to read technical manuals and reports, workplace rules and procedures; speak with poise and confidence, using correct English. Ability to communicate effectively with all levels of the organization.

5. Education: Required: High School Diploma. Preferred: Some college, technical schooling.