Project Assistant

JOB SUMMARY & PURPOSE: The Project Assistant (PA) for Downstream Services, Inc. (DSI) is under the direct supervision of the assigned Project Manager (PM), but will be expected to assist other positions as needed. The PA is responsible for all tasks as designated by the Project Manager. This position will research, consult, and incorporate technologies to meet DSI’s changing demands. PA will carry out administrative tasks and coordinate with the Department PM and to ensure all jobs are completed successfully.

ESSENTIAL FUNCTIONS: The PA must have excellent communications and organizational skills. The PA has demonstrated a work history that reflects flexibility in daily operations and prudent judgment in a fast-paced environment. Some duties include:

· Assist the PM’s with tracking and estimating for Public Works and private projects. Bid sites maintenance.

· Assist the PM in reading and understanding bid documents.

· Assist the project documentation including RFI’s change orders and submittals.

· Create bid packages specific to the scope of work being requested.

· Prepare subcontracts and coordinate with subcontractors.

· Order insurance certificates and bonds per contract requirements.

· Receive, review, name, and file field reports/CCTV Data.

· Create and send deliverable for T&M projects.

· Create maps for T&M projects via Adobe PDF as needed.

· Ordering parts and materials as needed, creation of purchase orders and tracking of costs.

· Coordinate work completion with vendors and subcontractors.

· On queue rotation for front-desk calls

· Identify and suggest possible improvements on procedures.

· Identify projects requiring an apprentice & update scheduling team.

· Create and maintain job files both on the server and hardcopy.

· Create calendar events and setup reminders for events, meetings, and bid deadlines.

· Create field folders, safety binders, completion tracking.

· Crew video and photo downloads, filing documents, upkeep of project folders, etc.

· Assist with the creation of project plans (with approval of PM), safety documents (with approval of Safety Manager), payroll documentation (upon request).

· Assist with project close out, follow up on pending proposals and bid results.

· Receive phone calls in the PMs and APMs absence and relay information as necessary.

· Coordinate lodging for out-of-town crews and draft travel allowances.

· Prepare field folders, work orders, supporting documents, & binders daily for crews.

· Other duties as assigned.

QUALIFICATIONS:

· Relevant professional and administrative experience in the industry

· Proficiency in MS Excel, Outlook, and Word

· Able to work independently with minimal supervision.

· Collaborative working style

· Outstanding organizational skills and ability to prioritize tasks.

· Exceptional communication and interpersonal skills

· Able to thrive in a high-volume, deadline-driven work environment.

PHYSICAL REQUIREMENTS: The work assigned to the PA may require having to lift/move up to 20lbs. The position may constantly remain in a stationary position, often standing, sitting and using a computer for prolonged periods of time; ability to communicate clearly; repetitive motion tasks using fingers, wrist and/or hands. Ability to assess the accuracy, neatness and thoroughness of the work assigned.

WORK ENVIRONMENT: This position must be able to work in a noisy and hectic environment and have the ability to maintain concentration. PAs may be required to work overtime or drive to drop off or pickup documents, plans, permits, etc.

DISCLAIMER

The above job description is meant to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.

Job Type: Full-time

Pay: $21.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Are you detail oriented?

Education:

• High school or equivalent (Required)

Ability to Commute:

• Escondido, CA (Required)

Ability to Relocate:

• Escondido, CA: Relocate before starting work (Required)

Work Location: In person