Assistant Project Manager

Job Description

Job Overview: The Assistant Project Manager will provide a combination of development and construction project coordination, management and administrative support for projects located in the Washington, D.C. metro area.

Primary Duties and Responsibilities:

• Assist in the procurement of contracted services including prequalification, preparation of the RFP/RFQ package, analyzing responses, and making the award recommendation
• Manage contracted services agreement workflow from initial draft through full execution including securing necessary approvals, signatures, and distribution
• Prepare and maintain contract procurement tracking log from issuance of RFP/RFQ through full execution and distribution of signed agreement
• Assistance with drafting and administration of monthly project debt and investor reporting to internal and external clients
• Preparation of project status reports, compiling, maintaining and evaluating project logs and supporting information for inclusion into monthly reports
• Assist accounting with invoice processing, job cost coding, budget uploads and revisions, monthly draw requests
• Prepare and maintain contract change order logs for each contracted service provider including submitted and forecasted cost changes
• Attend project meetings, create and issue meeting agenda and follow up action items as requested by supervisor, review meeting notes published by others for accuracy and completeness
• Prepare and maintain client commitment tracking log for deliverables and or actions agreed to by client associated with the project
• Prepare and maintain a tracking log for permits and incoming utility services, both temporary and permanent, and developer posted bonds
• Prepare and maintain a tracking log for certificates of insurance and lien waivers provided by contracted service providers
• Responsible for collecting all project close out deliverables from contracted service providers and transmitting to property management (and others as requested)
• Responsible for project file archives
• Responsible for coordinating, creating, organizing, and managing document sharing sites
• Coordinate and maintain project Emergency Action Plan and Emergency Call List
• Coordinate and schedule project meetings
• File management, including an emphasis toward paperless filing; Establish physical file structure to parallel e-filing; manage conversion from corporate network drive shares to intranet sites and extra-net file sharing
• Maintain project site office equipment, including supply ordering, and act as the designated emergency coordinator
• Retrieve and distribute mail, and process requests for overnight mail and delivery services
• Assist with the preparation of presentations (PowerPoint presentation and handout materials)
• Coordinate, organize and manage setup of temporary on-site construction office (IT, furniture, office supplies) and work at jobsite location

Qualifications:

• 3 – 5 years of project support experience working for a real estate developer or general contractor
• Experience working with project accounting processes including budgets, invoices, and draw requests
• Proficiency in grammar, spelling, writing skills; ability to quickly discover errors and correct
• Excellent communication skills – written, oral and interpersonal
• Aptitude with Microsoft programs (Outlook, Word, Excel, PowerPoint)
• Experience with construction software management program preferred as well as knowledge of basic construction terminology
• Highest level of personal integrity and ethical standards
• Strong personal initiative and desire to succeed in a demanding, entrepreneurial environment
• Ability to work independently and with a diverse group of people in a collegial, team framework