Assist the Project Manager and Project Team with day-to-day tasks. Provide administrative support to ensure the projects are running smoothly and adhering to provided timelines. Ensure all documentation is maintained throughout the length of the project. This position will report to and work under the direction of the Project Manager as well as the Project and Management Teams and may be assigned other duties from other departments as needed.
Key Responsibilities – The following duties may fluctuate and will be overseen by the Project Manager.
Pre-Bid Process
- Monitor incoming requests for quotes via phone and email and communicate with the Project Management Team to determine if they want to bid the job
- Review various General Contractor and bids and tenders' websites to identify bidding opportunities
- Call Generals on the bidding list to confirm they are bidding and if they would like our price
- Review with Project Estimators to decide if AMPH wants to bid the job
Bidding the Job
- Start an electronic file
- Enter key tender dates on project calendar
- Responsible for managing and updating all project calendar events
- Check daily for addendums and closing date changes, update project calendar accordingly
- Schedule site visits
- Print out specs and drawings for Estimators
Project Won
- Ensure we have a signed PO from General Contractor and save to electronic file
- Set up project in Jonas, including estimate
- Submit any required documentation
- Ensure contract amounts are accurate
- Create billing application as per Engineer and/or McCoy Estimator
- Update and distribute project list
Change Orders
- Communicate with estimators that a change order has been received
- Send change order quotes to General Contractor for approval
- Enter pending and approved change order in the ERP System (Jonas)
- Once approval is received communicate with the Project Management Team and approve
- Maintain the “pending change order” spreadsheet
- Review the change order status with the Project Management Team and follow up with General Contractors if necessary
- Save approved COs in electronic file
- Review pending change orders with the Project Management Team prior to monthly progress draws, change status on any that were approved or cancelled
Progress Draws
- Assist with preparation prior to progress draw day
- Provide Project Team with progress draw sheets for review and completion
- Complete the billing process in Jonas
- Send invoice and billing applications to General Contractors
Aged Receivables - Projects
- Determine aged receivables using Jonas reporting
- Contact customers with aged receivables as per determined calling procedure
- Follow up with customers with no response or payment
- Maintain extensive notes of any correspondence with customer
- Prepare documentation for Management to review for monthly AR meeting
Close Outs
- Complete and Submit Plumbing & HVAC finals to the City or General Contractors when required
- Communicate deficiency lists received with the Project Management Team
- Request operational manuals from suppliers
- Print drawings for the Project Management Team to complete “As-Builts”
- Prepare close out binders as specified by General Contractor or Owner and submit
- Download close out files to a USB when required
- Under the direction of the Project Management Team create a Hold Back invoice and send to General Contractor
Accounts Payable - Projects
- Receive Project AP Batch
- Post all Project AP invoices
- Post all Project AP credits
- Review AP invoices against supplier pricing/quotes
- Send AP batches to Management for review
- File invoices once approved
- Monitor AP Credits for pricing corrections and credit notes to ensure these are received
- Provide backup for Service Department AP Batch Posting
Other
- Prepare for and attend the weekly “toolbox” meeting
- Responsible for all data entry functions related to Projects
- Responsible for updating and managing the Projects shared calendar
- Prepare required reports and documents for various Project Team meetings
- Assist with monitoring and attending to Projects email
- Attach all required documentation to Projects in Jonas
- Assist, when necessary, to ensure customer and employee satisfaction
- May be asked to perform other duties as required
Perks:
- Dental care
- Extended health care
- Vision care
Experience:
- Administrative: 2 years (required)
- Microsoft Excel: 2 years (required)