Project Management Assistant

Assists Project Managers with day-to-day administrative tasks.

Establishes and maintains project filing systems, including design and central project correspondence files.

Performs light typing assignments including transmittals, envelopes, labels, contracts, and forms in coordination with Information Processing. May provide backup support to Information and Specification Processing.

Coordinates printing, updating, and distribution of scope of work documents. Most distribution is done electronically, tracked, and confidentially.

Coordinates bulletin and addendum assembly and the coordination of printing and processing. Coordinates all printing, assembly, and distribution of construction documents being issued for bids. Coordinates title blocks for consistency. Meticulous attention to detail is mandatory.

Primary point of communication and coordination with external customers relative to construction document receipt and distribution. Serves as the Request for Information (“RFI”) Manager and Submittal Manager when construction support services are applicable. May respond to, or initiate inquiries, from internal and external customers. Strong communication is necessary to acknowledge receipt, follow-up, and deliver as committed.

Assists with the preparation of permits and applications, including sealing and/or stamping drawings, for approvals and submittals.

Sets up and assists with maintenance of project schedule, spreadsheets, databases, and reports.

Attends Administration meetings. May attend project meetings including start-up meetings. Taking minutes may be required.

Administers the document transfer procedure. Works with Project Managers to screen and prepare job files for archiving and communicates such procedures.

May arrange for lunch and refreshments or prepare conference rooms for meetings.

Receive, process and distribute interoffice correspondence and incoming mail relative to project management. Assists Project Managers with the coordination and delivery of outgoing mail (e.g. e-mails, tracked transmittals).

May initiate team coordination memos to communicate project issues or coordination problems.

Assist with training of new Project Management Assistants and/or new project team members to familiarize them with SSOE and customer-specific procedures.

Job requires use of AI, ACC/Forma, accounting software, and other digital technologies to perform the job function.

Occasional travel may be required. May travel to SSOE branch offices and/or customer facilities for coordination purposes or to provide training.

Valid driver's license required.

Associate or bachelor's degree-tracked in business related field or high school diploma with minimum two (2) years of direct experience with data entry and various computer systems and software packages/programs.

Experience in administrative and organizational tasks.

Must have good verbal and written communication skills.

Must possess strong organizational skills and be able to work in a deadline oriented environment.

Demonstrated ability to utilize AI and automation tools to streamline processes and enhance productivity is preferred.

Highly organized planning ability

Focused and detail-oriented