Project Manager Assistant

Job Description

Job Title:

Project Manager Assistant

Reports To:

Project Manager or Branch Manager

Job Summary:

The Project Manager Assistant is the administrative person for assigned project(s). The Project Manager Assistant ensures that all administrative duties associated with contracted work are carried out in accordance with contractual obligations and in concert with the Company’s requirements, including but not limited to, safety, quality, management and financial performance requirements. All aspects of the assigned work must be carried out as efficiently as possible with respect to word processing, general filing, timekeeping, records management, correspondence, project financial records, submission of required documents for billing, invoicing, purchasing and general verification of records to achieve Company performance and customer delivery goals.

Job Duties and Responsibilities:

·       Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.

·       Self-manage assigned workload distribution. 

·       Monitor, record and report project/job administrative progress and project/work related quality and safety issues and provide periodic reports on status to assigned supervisor.

·       Effectively coordinate and maintain all project financial documents, software system inputs and related billing/invoicing issues per Company policies and procedures.

·       Monitor, record and report project/work related quality and safety issues to assigned supervisor.

·       Act as the project administrator for interface with customer representative(s).

·       Create, develop, implement and revise project process improvement(s).

·       Able to preserve confidential information; self-sufficient problem solver; work with little or no supervision and handle multiple projects simultaneously.

·       Manage calendars, schedule meetings and arrange travel itineraries, management of daily office activities.

·       Assist the program accounting department, on multiple project sites, by spot checking Labor, Material, Other-expenses and Subcontractor costs that roll up into monthly Program reports.

·       Review project site expenses.

·       Screen telephone calls, resolve routine and complex inquiries. Tracking vacation & time off requests, maintain attendance database for Program employees. 

·       Interact and track program level billing, reporting and metrics (SPI’s, KPI’s, CPM)

·       Maintain, check and revise program level dashboard reports due to client.

·       Prepare & maintain daily reports for purchasing manager.  Verify purchase orders for accuracy.  Open and sort incoming mail.

·       Able to create, correct and revise complex Excel spreadsheets, tables, charts and graphs.

·       Schedule and help manage weekly and monthly meetings.

·       Support document control, spot check and maintain accuracy and delivery to our customer.

·       Conduct audits to ensure vendor/subcontractor compliance. Review invoices for accuracy and assist preparation for payment (supporting role)

·       Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts)

·       Maintain program level dashboards, input, data acquisition, collection

·       Minimal to low level travel. Travel to project sites 1-3 day trips may be required on quarterly frequency, based on program level requirements of our customer

·       Other responsibilities as assigned.

Physical and Mental Requirements:

·       Must be self-motivated, positive in approach, professional and help to create, develop and implement process improvement(s).

·       Must promote the Company culture and mission to all employees, vendors, clients and business partners.

·       Must possess proven problem solving skills, critical thinking skills and the ability to effectively read, write and give oral direction(s) to project personnel.

·       Must have proven mid skill level to interpret project documents, including but not limited to, timesheets, spreadsheets and billing documents.

·       Must be able to travel within branch territory and/or regional territory as needed.

·       Must possess the ability to learn Company and customer project management systems.

·       Regular attendance is mandatory.

Education, Certification, License, and Skill Requirements:

·       Must possess at least a High School diploma or GED equivalency.

·       Must have some experience in customer interface, such as liaison between the customer and the Company.

·       Must possess a minimum of three (3) years working experience.

·       Must have a minimum of two (2) years of experience in a related telecommunications or construction administrative position.

·       Must be proficient with Microsoft Office (Word, Excel and MS Project).

·       Must be able to effectively operate office equipment and computing devices commonly used in the industry.

·       Must meet Company minimum driving standards.

·       Must be able to manage multiple tasks/projects simultaneously.

·       Must have demonstrated verifiable ability to identify a project, create a project filing system, develop detailed associated administrative tasks and manage these for project final record keeping and audit.

Career Path:

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