Brasfield & Gorrie

Project Administrative Assistant

Nashville, TN

Full-time

About This Job

Responsibilities:

The Project Assistant is primarily responsible for providing administrative support to the project team(s).

Responsibilities and Essential Duties include the following (other duties may be assigned):

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Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.

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Prepare expense reports and book travel using Concur Travel and Expense for project team(s)

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Assist PM or project accountant with creating project in Project Data Management (PDM) software

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Assist with electronic job start up

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Assist with obtaining insurance, permits, licenses and jobsite mobilization

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Act as the lead in ensuring that a Notice of Commencement has been filed

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Create and maintain all electronic project files

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Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign

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Assist project team with the creation and management of construction documents (drawings / spec logs, RFI’s)

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Assist project team with submittal management process

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Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed

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Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)

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Assist project management team with change order management process

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Assist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates, etc.

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Receive, track and coordinate with accounting on Sales & Use Tax

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Act as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) and the

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project team to fulfill project needs

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Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval

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Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager

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Research status of pay applications and invoices in JD Edwards

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Assist in preparing and distributing owner billing

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Prepare, distribute and manage closeout documentation required by contract

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Verify that all electronic project files are complete and ready for storage

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Assist in distributing final job reports

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Enter employee time in JD Edwards system

Education - Skills - Knowledge - Qualifications & Experience:

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Bachelor’s degree preferred

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Minimum of one year of work experience in an office environment

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Strong verbal and written communication skills

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Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint

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Working proficiency in Bluebeam strongly preferred

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Aptitude to learn new computer applications and software

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Excellent customer service skills

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Positive attitude

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Proven self-starter

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Detailed oriented with the ability to recognize discrepancies

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Ability to work in a team environment as well as independently

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Must thrive in a fast-paced work environment

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Ability to successfully prioritize multiple tasks with competing deadlines

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Ability to maintain a high level of confidentiality

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Obtain notary certification in applicable county

Project Administrative Assistant

About This Job

Responsibilities:

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