Project Assistant

$45,000 - $52,000/Yr

EMCOR Group - Martinez, CA

Full-time - Entry Level

Martinez, CA

Construction of Buildings

About the position

The Project Assistant position at Contra Costa Electric, Inc. is a vital role that supports the construction process by providing essential administrative assistance to the project team. This position reports directly to the Project Assistant Team Lead and involves daily interactions with the Project Management and Field Teams. The Project Assistant is responsible for ensuring that projects are executed efficiently and meet customer satisfaction standards. The role encompasses a variety of tasks, including document control, cost control, and general clerical duties, all of which contribute to the successful completion of construction projects. In terms of document control, the Project Assistant will assist with project setup and maintain comprehensive project document controls. This includes organizing project start-up and close-out meetings, preparing agendas, and recording meeting minutes. The assistant will also process project drawing changes and communicate timely information to the field and project teams regarding potential change orders. Additionally, the role involves creating and responding to requests for information and working with project teams to assemble and process submittals while tracking the approval of submitted products. Cost control responsibilities include managing project billing, processing lien waivers, and ensuring compliance with customer-specific billing requirements. The Project Assistant will support subcontractor billing processes and verify the electronic processing of invoices, coordinating payments up to final close-out. The role also requires generating potential change orders and managing their approval tracking, as well as processing prime contract change orders and associated subcontract changes as necessary. The Project Assistant must quickly learn and apply commercial practices and technical skills, work independently, and evaluate assignments to recommend improvements. Strong organizational skills, a customer-focused mindset, and excellent communication abilities are essential for success in this role. The position requires compliance with all company policies and safety requirements, as well as a commitment to the values and ethics of EMCOR Group, Inc.

Responsibilities

• Assist with project set-up and maintain comprehensive project document controls.
• Coordinate project start-up and close-out meetings, including preparing agendas and recording meeting minutes.
• Process project drawing changes and provide timely information to the field and project teams for potential change orders.
• Assist in creating and responding to requests for information.
• Work with project teams to assemble and process submittals and track approval of submitted products.
• Collect and assemble all project close-out documentation per customer requirements.
• Process and manage project billing including schedule of values, time and material billing, lien waivers, and customer specific billing requirements.
• Obtain and submit compliance documents including lien waivers and customer specific compliance as required by the project.
• Support subcontractor monthly billing processes and compliance documents including verification of electronic processing of invoices and coordination of payments.
• Work with project team to respond to requests for proposal as a result of potential change documents.
• Generate potential change orders and manage approval tracking.
• Process prime contract change orders and associated subcontract changes as applicable.

Requirements

• 1-3 years related experience providing support for commercial construction projects preferred.
• High school diploma or GED required.
• Associates degree in related field may be substituted for experience.
• Understanding of project phases from preconstruction to close-out is preferred.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel).
• Proficiency with Adobe Acrobat.
• Knowledge of Prolog Manager or similar project document control software is a plus.
• Strong teamwork mentality and ability to work in a collaborative environment across departments.
• Strong organizational, record keeping and follow-up skills.
• Self-motivated, with aptitude for attention to detail and ability to prioritize workflow.
• Ability to manage multiple tasks and meet deadlines on a daily basis.
• Customer focused mindset with ability to meet customers' expectations and requirements.
• Business communication savvy with excellent oral and written communication skills.

Nice-to-haves

• Understanding of project phases from preconstruction to close-out is preferred.

Benefits

• Medical, dental, vision, and prescription insurance
• 401k with company match
• Paid holidays
• Educational assistance
• Salary based on experience and qualifications, ranging from $45,000 to $52,000