Project Assistant

Are you looking into a construction project management career?

Dickinson Cameron has a great entry level position as an entry level Project Assistantfor our Carlsbad, CA office!

The Project Assistant (PA) facilitates the administration paperwork and timely operation of all the moving parts of the project bidding team. As well as working in entry level tasks with the project coordination team. The PA is the point of contact for all bids in progress and are tasked with following established procedures to keep the department organized and ahead of schedule. The Project Assistant works directly with the bid team and project coordination team. Commitment and Flexibility are crucial, as deadlines and requirements are often subject to change, depending on project needs.

Qualifications/Skills:

• Minimum 1-2 years of work experience with a commercial general contractor/construction manager, preferred.
• Minimum 3 years of administrative work experience.
• PC proficiency is essential with Microsoft Office and a strong working knowledge of Excel
• Basic knowledge with reading construction plans preferred but not required
• Bachelor’s Degree in construction or related field, a plus
• Ability to be highly organized, meticulous & ability to prioritize multiple tasks at once through to completion
• SharePoint experience is a plus
• Effective communication skills and interpersonal faculties

Core Competencies & Common Tasks:

• Using subcontractor bid list as a guide, make calls to subcontractors nationwide to ensure receipt of our bid invitation, solicit interest, secure commitments to bid, and lock down qualified proposals. NOTE: Phone calls are a sizable portion of the job and are critical to success in the position. You will be expected to make an average of forty daily calls or more per day during busy bid season
• Organize paperwork for subcontract change orders and update information about change orders to the computer system.
• Ensures bids are organized within project and sufficient trade coverage exists for all proposals; every scope has a sub-contractor’s bid.
• Use effective people skills to build subcontractor trust and rapport through phone and email communication.
• Send bid RFIs and distribute corresponding RFI responses to bid team and relevant subcontractors & suppliers.
• Follow Bid Roadmap to coordinate bid process from receipt of RFP to submission of bid deliverable to client
• Receive trade list and use it to generate subcontractor bid list in BidMail
• Download bid documents and construction drawings and specifications to office network drive and file correctly.
• Explain bid documents and other relevant sources to draft formal ITBs and distribute to subcontractors and suppliers
• Upload pertinent bid documents and construction drawings to BidMail plan room.
• Leave detailed notes in BidMail, and update subcontractor contact info and bid-specific information accordingly.
• Coordinates superintendent transportation and housing is set up and within budget.
• Ensure Superintendent returns and sends all documentation kept at the site (i.e., inspection reports, permit cards, signed punch-lists) back to the Project Coordinator to include in the Closeout file.
• Works with project coordinators during the close out process - completes and organizes closeout tasks (punch list, certificate of occupancy, warranties, operations, and maintenance manuals) accurately.
• Organize invoices/ Fill out credit card authorization forms.
• Requests current mall rules and regulations are obtained prior to bid (when applicable) or prior to possession of the job site.
• Order posters for the worksite or any other items needed until it is delivered
• Other clerical duties as assigned

Intangibles:

• Able to navigate unfamiliar, remote construction markets, and convert emails and phone calls
• Succinct, clear, and effective communication style
• Deadline aware, process driven, and purposeful
• Collaborator and flexibility to work in multiple tasks with different teams
• Strives to consistently meet or exceed stated department goals

The physical requirements of these positions are: ** Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers while performing tasks; ** Expressing or exchanging ideas by means of the spoke/written word. Some activities convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. ** Exerting up to fifteen pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time 8 hours or more; walking and standing are required occasionally or when visiting sites. ** The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal.