Construction Project Manager Admin Assistant

Job Title: Construction Project Manager Admin Assistant (Internship)

Location: Assonet, MA

Department: Project Management

Reports To: Construction Project Manager

Position Type: Full-time

Job Summary: The Project Manager Admin Assistant provides essential administrative support to the Project Managers and project team. This role involves coordinating project activities, maintaining documentation, and facilitating communication between various stakeholders to ensure the smooth execution of construction projects.

Key Responsibilities:

Administrative Support:

• Assist the Project Managers with daily administrative tasks, including scheduling meetings, managing calendars, and preparing correspondence.
• Maintain accurate and organized project documentation, including contracts, change orders, and project plans.
• Prepare and distribute meeting agendas, minutes, and reports.

Project Coordination:

• Track project progress and deadlines, and provide timely updates to the Project Manager.
• Coordinate and schedule subcontractor and vendor meetings and site visits.
• Monitor and manage project files and ensure that all documentation is up-to-date and compliant with regulations.

Communication Management:

• Serve as a point of contact for internal and external stakeholders, including clients, subcontractors, and suppliers.
• Assist in resolving any issues or conflicts that arise during the project lifecycle.
• Facilitate effective communication between project team members and stakeholders.

Financial Administration:

• Assist with the preparation and management of project budgets and financial reports.
• Process invoices, track expenses, and assist with budget reconciliation.
• Maintain records of purchase orders, contracts, and payment schedules.

Compliance and Safety:

• Ensure that all project activities comply with relevant safety regulations and standards.
• Assist in the preparation and submission of required permits and documentation.
• Support the implementation of project safety plans and protocols.

Reporting and Documentation:

• Prepare regular project status reports and presentations for management and stakeholders.
• Maintain accurate records of project changes, issues, and resolutions.
• Compile and analyze project data to assist in performance evaluations and reporting.

Qualifications:

• Education: High school diploma or equivalent; associate’s or bachelor’s degree in construction management, business administration, or a related field preferred.
• Experience: 2-3 years of administrative experience in the construction industry or a similar field preferred.
• Skills:
  • Strong organizational and multitasking abilities.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and project management software.
  • Excellent written and verbal communication skills.
  • Ability to work effectively under pressure and meet deadlines.
  • Knowledge of construction terminology and processes is a plus.
• Certifications: Relevant certifications such as OSHA training or project management certifications are advantageous.

Work Environment:

• The role may involve occasional site visits to construction locations, which may include exposure to varying weather conditions and construction site hazards.
• Regular office environment with standard working hours; flexibility may be required based on project needs.

Application Instructions:

• Interested candidates should submit their resume and a cover letter outlining their relevant experience and qualifications to Sharron Furtado at sfurtado@pipingsystemsins.com.