Project Manager Assistant

Job Summary:

RA Holdings Group dba AIM Services is seeking a Project Manager Assistant that's responsible for administrative tasks associated with contract work, in charge of accounts payables and receivables for the branch and assisting the operations managers on daily tasks. 

Job description:

• Maintains the backlog and is the only seat (besides the Regional Director) which makes changes to the backlog.


• Sets up and manages projects and change orders within Foundation Software.


• Maintains resumes of key personnel.


• Maintains office electronic signatures.


• Works with the Chief Estimator, Project Manager, PMs, & gain approval from RD to process contracts.


• Enters project start-up detailed information into FieldFLO.


• Manages FieldFLO manpower scheduling for Operations Manager.


• Create work packages with necessary project information for Operations.


• Works with the Assistant Operations Manager to submit subcontractors/vendors for project security access.


• Responsible for job submittals and for maintaining submittal files.


• Submit and maintain asbestos notifications. Notifies PMs and operations of changes and pending expirations.


• Submits and maintains Miss Utility tickets.


• Assists PMs with obtaining permits, certificates of warranty, and other project administrative requirements.


• Administers the accounts receivable (A/R) policy in the branch. Processes and records of invoice payments.


• Assists the managing the WIP process in the branch.


• Answers office phones when the Branch Administrator is unavailable.


• Maintains shared files. Ensure shared file folders are organized and not cluttered.


• Assists in recordkeeping at the branch level as assigned by the Branch Administrator.


• Responsible for bid file and project file recordkeeping at the branch level.


• Understands and complies with the requirements of company IT and cybersecurity policies.


• Participates in backlog meeting.


• Works with the Chief Estimator/Project Manager and SPMs/PMs to invoice customers. Maintains the invoice log. Reconciles the invoice log, the backlog, the invoice rec, and the income statement each month.


• Works with the PMs to ensure the timely collection of current accounts receivable (31-60 days). Notifies the Chief Estimator/Project Manager and Branch Administrator of collections past 60 days.


• Updates 4330 forms for AB, PB, mold and demo.


• Other administrative duties that may be assigned.

Qualifications:

• Minimum of 3 years of experience supporting construction projects in a Project Coordinator, Construction Administrator, or similar role.


• Someone ideally coming from construction but not a necessity. 


• Experience with construction accounting, contract administration, project documentation, invoicing, and project closeout activities preferred.

• Experience using Foundation Software, FieldFLO, or similar construction management software highly desirable.


• Strong understanding of commercial and/or federal construction project processes preferred.