Project Manager Assistant

Are you looking to join a growing, fast paced organization?  If yes, Kings Electric Services (Lebanon OH) is looking for career-minded, passionate individuals who are not afraid of hard work and having fun.  

Kings Electric Services is a Commercial Electrical Contractor with offices located in Lebanon OH and Columbus OH.   

JOB SUMMARY: The Project Manager Assistant is responsible for providing general administrative support to projects, under the direction of the designated Project Manager or Senior Project Manager.

Key performance objectives including anticipated time allocation and in order of priority are:

1. Supports and maintain a seamless and streamlined project management process to present Kings Electric as a professional organization and enable the Senior Project Managers and Project Managers to be highly effective. 45%

2. Prepares, formats and submits accurate professional proposals to enable the Senior

Project Managers and Project Managers to be highly productive. 20%

3. Collects and maintains information in order to produce reports that identify bid patterns,

enabling a more efficient and successful pursuit of future opportunities. 10%

4. Contacts, coordinates and schedules with inspection agencies and utility companies to

enable timely and continuous flow of the project activities. 15%

Note: Ten percent of time is reserved for ancillary responsibilities, interruptions and unplanned events.

ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Other duties may be assigned.

Interpersonal Responsibilities

1. Along with the Project Manager and Senior Project Manager, may act as company liaison to the general contractor and may serve as first point of contact for greeting visitors or addressing project-related questions.

2. Develops strong personal and professional relationships with potential and current clients to establish long-term, ongoing relationships.

3. Builds productive relationships to minimize project obstacles or issues; proactively communicates project requirements and/or changes to involved parties and works to resolve any conflicts.

4. Establishes and maintains relationships with local public service representatives, inspectors, and licensing bodies in order to provide timely and stable access to utilities, licenses, and permits.

Operational Responsibilities

5. Collaborates with project management to prepare, review, validate, revise, and submit proposals for bid, ensuring professional presentations, the accuracy of mathematical calculations, and confirmation that bid submittal meets the exact specifications required.

6. Fully understands project’s plans, specifications, and requirements, and assists the Project Manager and Senior Project Manager in pre-project task planning, determination of schedules, operational phases, and pre-qualification requirements, and troubleshoots any issue in advance of effect on the project. Assists in keeping project managers apprised of situations creating potential project delays or losses.

7. Leads the effort to establish initial job set-up, including obtaining of insurance certificates, setting up electronic job folders, establishing internal job assignment numbers, and communicating information to appropriate parties. Performs tasks associated with documenting project completion/close-out.

8. Oversees internal project document control process, ensuring that appropriate parties possess all documentation necessary on a timely basis. Maintains historical records and organizes bid/project documents in systematic, controlled manner that promotes proper access and clarity. Documents project progress on a regular basis and maintains archives of project milestones from beginning to completion.

9. Tracks project progress, collects and analyzes data, develops and maintains reports, and provides information to managers to assist in effective project control.

10. Monitors execution of contractual agreements, secures and retains signed copies, and provides hard copies to appropriate parties.

11. Partners with project management in researching and understanding permit requirements, submitting required documentation to obtain the required permits, segregating electrical and fire permits, and providing required information to appropriate authoritative body. Maintains records on fire alarm inspections.

12. Assists in coordinating resources for the project, including scheduling of utility services, acquiring required permits, obtaining licenses, and processing purchase orders. Schedules outages and operational reviews with utilities to provide sufficient notice and convenience to project.

13. Analyzes, understands, and communicates patterns/trending of bidding successes vs. failures and sources of bid leads to support pursuit of future opportunities.

14. Creates and submits change orders, obtains approvals, and ensures that information needed for change orders is current and accurate.

15. Assists project management in tracking financial information for the project, including obtaining tax exemption forms, verifying applicable prevailing wage rates, and obtaining approval for invoices, and provides information/documentation to other departments as needed.

PERFORMANCE FACTORS: The key competencies described here are core abilities that translate into desired on-the-job behaviors which contribute to the person successfully carrying out the assigned duties and responsibilities of this job.

1. Personal Accountability: Accepts personal responsibility for the consequences of personal actions; avoids placing unnecessary blame on others; maintains personal commitment to objectives regardless of the success or failure of personal decisions; applies personal lessons learned from past failures to moving forward in achieving future successes.

2. Self Management: Independently pursues business objectives in an organized and efficient manner; prioritizes activities as necessary to meet job responsibilities; maintains required level of activity toward achieving goals without direct supervision; minimizes work flow disruptions and time wasters to complete high quality work within a specified time frame.

3. Flexibility: Responds promptly to shifts in direction, priorities and schedules; demonstrates agility in accepting new ideas, approaches and/or methods; effective in juggling multiple priorities and tasks; modifies methods or strategies to fit changing circumstances; adapts personal style to work with different people; maintains productivity during transitions, even in the midst of chaos; embraces and/or champions change.

4. Goal Achievement: Establishes goals that are relevant, realistic and attainable; identifies and implements required plans and milestones to achieve specific business goals; initiates activity toward goals without necessary delay; stays on target to complete goals regardless of obstacles or adverse circumstances.

5. Teamwork: Respects team members and their individual perspectives; makes team mission and objectives a priority; works toward consensus when team decisions are required; meets agreed-upon deadlines on team assignments and commitments; shares responsibility with team members for successes and failures; keeps team members informed regarding projects; supports team decisions; recognizes and appreciates the contribution of team members; behaves in a manner consistent with team values and mission; provides constructive feedback to team and its members; responds positively to feedback from team members; raises and/or confronts issues limiting team effectiveness.

6. Written Communication: Writes in ways that make abstract concepts, issues and information clear and understandable. Utilizes a wide range of appropriate writing techniques and methods. Succinctly presents objective or subjective viewpoints and arguments. Achieves communication objectives by organizing information in logical sequences that lead readers to come to natural conclusions. Determines what information needs to be communicated. Skillfully utilizes written language to convey key messages and meaning. Effectively involves readers in the material. Adjusts writing style to specific audiences as needed

7. Planning And Organizing: Works effectively within established time frames and priorities; utilizes logical, practical and efficient approaches; prioritizes tasks for optimum productivity; develops procedures, processes and systems for order, accuracy, efficiency and productivity; anticipates probable effects, outcomes and risks; develops contingency plans to minimize waste, error and risk; allocates, adjusts and manages resources according to priorities; monitors implementation of plans and makes adjustments as needed.

Kings Electric Services is an equal opportunity employer.