Project Administrative Assistant Job at HHDC in Chicago

The Administrative/Project Assistant will provide support to the COO and departmental staff and will assist in the administration, coordination and organization of documents and information required for effective project management as well as to ensure deadlines are tracked and communicated.

ESSENTIAL JOB FUNCTIONS include the following. Other duties may be assigned.

• Assist the COO, Superintendent, Project Manager(s) and Assistant Project Manager(s) with the overall plan for construction of the project.
• Maintain good relationships with the owner, architect, engineers, subcontractors, suppliers, municipal authorities and company personnel involved with the project.
• Solicit and obtain bids from subcontractors and material suppliers.
• Issues subcontracts and purchase orders after approved by the Project Manager and Superintendent.
• Assist with preparing the job start-up and close-out checklists.
• Secure properly executed subcontract and purchase order agreements, insurance certificates, bonds and other documents as required to protect the interest of the Company.
• Assist the COO, Project Manager(s) and Assistant Project Manager(s) to prepare contracts and negotiate revisions, changes and additions to contractual agreements with architects, consultants, clients, suppliers and subcontractors.
• Assembles and tracks subcontracts, change orders, insurance, billings and lien releases.
• Set-up and maintain project and contract filing systems both physical and electronic in accordance with company policies and procedures.
• Assist in expediting payment from the owner and expedite prompt processing of invoices and prompt payment through to subcontractor for amounts due to them.
• Document potential schedule delays and promptly notify supervision to submit request for extension of time and /or additional costs as per terms of the Contract.
• Keep the Project Manager and COO fully informed in a timely fashion with regard to any and all problem areas on the project.
• Maintain strict adherence to the budgetary guidelines, quality and safety standards.
• Coordinates with the project manager to prepare and submit requests for information (RFI's).
• Assists in billing & processing sworn statements/pay applications such as AIA G702/G703s.
• Create and maintain cost related spreadsheets.
• Compile submittal and spec books as requested by project managers.
• Collects and submits timesheets for payroll processing each pay period.
• Collect & process certified payrolls as required by project.
• Manages closeout documentation such as warranties, operation/maintenance manuals, etc.
• Assists in preparing material and equipment submittals from available supplier data and ensures that they are transmitted to the customer on schedule.
• Familiar with all policies and processes as it relates to this position.
• Actively participates on internal team(s) that focus on continuous improvement of the business.
• Assists with filling in at the reception desk as needed.
• Performs other duties as assigned.

WORKING ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Position experiences interruptions and shifting priorities. May be required to deal with difficult people; expected to handle residents and visitors with calmness, diplomacy and good social skills.

PHYSICAL DEMANDS

The physical demands are representative of those that must be met by an employee in an office setting to successfully perform the essential functions of this job. Walking, sitting, standing, stooping, kneeling or crouching, reaching, handling; carrying and lifting objects, using office and computer equipment (visual contact and keyboard manipulation) as well as the telephone system.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular, predictable, and punctual attendance is an imperative job function. Evening and weekend work may be required as job duties demand.

MINIMUM QUALIFICATIONS

• High School Degree or Equivalent, some college a plus.
• Must have 3 years of construction administrative and bookkeeping experience.
• Billing experiences in AIA billing is required.
• Must be proficient in Microsoft Word, Excel, Outlook and Project.
• Pleasant, well-organized and professional attitude a must.
• Must be detail orientated, reliable, accurate and organized.
• Good written and verbal communication skills.
• Bilingual (English & Spanish) helpful.

SUCCESS FACTORS

• Provides excellent service to customers over the phone and in person in a clear, professional, friendly and respectful fashion to build and maintain positive relationships.
• Prioritizes work efficiently to maximize business impact.
• Double-checks all his/her work to ensure accuracy.
• Demonstrates ability to support and contribute to team.
• Exhibits timeliness by arriving on time for work and completing tasks quickly and effectively.