Project Assistant
1 day ago
Chattanooga
Position Overview: Grace Construction is seeking a detail-oriented and highly organized Project Assistant to support our construction project teams. Job Duties/ Responsibilities: Subcontract Agreements: Prepare, distribute, track, and manage the subcontract agreement execution process, including: • Request, track, collect, log, and file subcontract agreement compliance documents, • Prepare weekly or bi-weekly reports in each job of missing documents and compliance documents, • Prepares draft scope exhibit documents utilizing samples and templates., • Follow up on open items and missing documents, • Set up Procore commitments, save documents, update statuses, and sync to ERP Procore Commitments (subcontracts), • Collect Certificates of Insurance (COIs), verify compliance, request revisions, and collect outdated / updated COIs, • Assisting with working through mark ups and edits on Agreements, • Assist with DocuSign management, • Organize and maintain the scope exhibit library and related templates Procore Admin Tasks: Serve as the Procore “gatekeeper” for assigned projects, including: • Adding companies, contacts, etc. to Procore and to jobs in Procore, • Assign permission templates to people in Procore, audit permission templates and permissions, and manage the permission process, • Coordinate with Accounting for proper set up of companies and vendors in Procore, • Upload Drawings and revisions to drawings in the Drawing Tool (including maintenance and QC), • Upload Specifications and revisions to specifications in the Specifications Tool (including maintenance and QC), • Upload Permits and other documents in Procore, • Enter, update, and manage general and information items on projects in Procore, • Update the job list, status, etc. on projects in Procore, • Assist with managing the Directory on projects in Procore. Subcontract Change Orders: prepare, distribute, track, and collect executed subcontract change orders and save in Procore. Project Start Up: assist with project and jobsite start-up activities, including: • Create and implement jobsite start-up packages for new projects (e.g., posters, safety equipment, signage, security cameras, supplies)., • Assist with tracking the construction start up list in Procore and help teams with tracking items, • Assist with security cameras and getting projects set up with camera service., • Preparing misc. signage and door labels for projects. Project Closeout: assist with project and jobsite close out activities, including: • Assist with tracking the closeout list in Procore and help teams with tracking items, • Assist with collecting final photos, • Prepare and send trade thank you notes when projects are completed, • Ensure all documents get filed in the project files Safety: Assist with safety items on jobsite; including: • Collect safety reports and file, • Follow up with teams to resolve open safety items timely, • Assist with preparing and distributing the OSHA 300 log yearly, • Help CORE safety know when new projects start and get them team contact info. Warranty Items: assist with tracking, updating, reporting, etc. related to open items during a projects one year warranty period, including: • Track open warranty item by project, • Prepare periodic reports for Owners on open items, • Follow up with the teams to close open items, • Run metrics and analytics on warranty items, • Assist with tracking and filing the maintenance audit reports Project Documentation and Reporting: prepare and send project reporting and metrics as it relates to the following: • Schedules, • Submittals and Shop Drawings, • RFIs, • Daily Logs, • Observations, • Etc. Other Regular / Re-Occurring Tasks: • Visitors: Greet visitors that come to the first-floor office space., • Notary: Hold active Notary., • Drone photos, arial photos, and videos on Projects: Schedule and coordinate drone photos, videos and arial photos on jobsites., • Document filing: file, audit, and organize project documents., • Meeting Minutes: taking, preparing, editing and distributing various meeting minutes., • Misc. Errands: Run occasionally errands, pick up blueprints, etc., • Office Pick Up / Organization: Help keep the office area / conference rooms clean, picked up, organized, etc., • Project Status Meetings / Schedule Reviews: Assist with scheduling and logistics of these meetings as well as taking notes during the meetings., • Templates / Guides / Checklists: Assist with preparing, updating, and maintaining company templates, guides, checklist and other documents for use on projects., • Cross Training w/Administrative Assistant tasks: provide coverage for Administrative Assistant responsibilities as needed., • Miscellaneous: Other duties as assigned to support a team-based work environment. Desired Qualifications of Project Assistant: • Organization: Demonstrates strong organizational skills with the ability to manage, track, and maintain accurate documentation and information., • Technical Proficiency: Strong knowledge of Microsoft Office products and PDF editing software, with the ability to use technology to support efficient workflows., • Communication: Ability to communicate effectively both verbally and in writing, ensuring clarity, accuracy, and professionalism in all interactions., • Professional Support & Collaboration: Demonstrates a strong commitment to supporting internal teams and external partners through responsiveness, reliability, and a collaborative approach., • Attention to Detail: Maintains a high level of accuracy and attention to detail across all tasks, documentation, and communications., • Construction Experience: Prior construction experience preferred, with an understanding of construction processes, documentation, and project workflows.