Project Manager Administrative Assistant

Summary

This position will assist Project Managers and Estimators in daily administrative tasks as they relate to projects. This individual must be able to multi-task and meet deadlines, have the ability to work independently and collaboratively within a team environment while understanding that urgency and accuracy are paramount to the success of the department. The Project Manager Administrative Assistant will have a comprehensive understanding Word and Excel functions. Excellent communication, data entry and problem-solving skills are required.

Essential Duties and Responsibilities

1. Open, set up & file jobs

2. Create job folders for

3. Record open phrase and track costs.

4. Read through PO’s & contracts to ensure accuracy before billing is generated.

5. Scan & attached packing lists.

6. Schedule shop & field equipment, entry, setup shop equipment standard maintenance group in Viewpoint, revise equipment descriptions. Input equipment time in Viewpoint.

7. AR – Invoice entry, send to customer after approved, apply AR payments to invoice and create job folder after they are applied in Viewpoint.

8. Complete equipment usage for non-jobs.

9. Subcontract creation, send to sub-contractor once approved, vendor compliance tracking.

10. Ensures that all required specifications, policies, procedures, and processes are followed per the direction of the Project Manager.

11. Customer and sub-contractor accounts – set up in Viewpoint, maintain documents, send agreement paperwork along with quotes.

12. Works multiple projects simultaneously as required and directed by the Project Manager.

13. Back-up for time sheets review

14. Understands subcontracts and reviews details to determine discrepancies.

15. Helps identify and resolve problems and communicates to the Project Manager to keep project on schedule.

16. Provides follow-up regarding previous problems/issues and tracks/reports appropriately.

17. Maintains a clear sense of direction and focus.

18. Other duties as assigned.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Three-years related experience and/or training; or equivalent combination of education and experience.

· Must have previous experience in a customer service role.

· Must have previous experience in an office setting.

· Must have a positive and friendly attitude toward customers and fellow team members.

· Must have good organizational, time management and problem-solving skills.

· Ability to work accurately and meet deadlines.

· Must have strong communication skills.

· Must be detail-oriented.

· Must be able to work independently.

· Must be a team player when necessary.

· Ability to analyze and revise operating practices to improve efficiency.

Language Skills

• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to write correspondence.
• Ability to effectively present information to customers and other employees of the organization.

Computer Skills To perform this job successfully, an individual should have knowledge of the following software:

· Word processing software, Spreadsheet software, Internet software.

Classification:

· This position is designated as a safety-sensitive position.

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. While performing the duties of this job, the employee is;

· Regularly required to sit.

· Occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

· Close vision, distance vision and peripheral vision is necessary.

· Occasionally lift and/or move up to 10 pounds.

· Employees must request assistance and use appropriate equipment when necessary.

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

• The noise level in the work environment is usually quiet.

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Work Remotely:

· No

Viocity Group is proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.

If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Viocity Group.

Job Type: Full-time

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person