Project Assistant

Description

ABOUT US

At Okland, we exist to create remarkable experiences — not just through the projects we deliver, but in the way we show up for our clients, partners, and each other every day. We believe that how we build is just as important as what we build, and our purpose is rooted in people. Whether it's a trusted partner we’ve worked with for decades or a new team member stepping onto their first jobsite, we approach every relationship with care, clarity, and commitment.

We’re a commercial general contractor and construction management company with more than 1,200 team members and a track record of delivering some of the most complex and high-profile projects in the country — from semiconductor and healthcare facilities to professional sports venues and high-end hospitality.

Founded in 1918 in Salt Lake City, we’ve grown steadily for over a century — now with offices in Utah, Arizona, and Idaho — and we’re entering one of the most exciting chapters in our company’s history. We’re building more than projects. We’re building careers, capabilities, and momentum for the future. And we’re looking for passionate, driven people who want to be part of it.

ABOUT THIS OPPORTUNITY

Okland is seeking an experienced administrative professional who thrives in a fast-paced environment and excels at managing multiple priorities. The Project Assistant plays a key role in supporting day-to-day operations through administrative support, calendar management, project coordination, and professional communication. This position is intentionally designed for someone with long-term aspirations in construction operations, serving as a developmental steppingstone along the Project Engineer (PE) to Project Manager (PM) career path. Ideal candidates are driven, adaptable self-starters who are eager to learn the construction process from the ground up, gain field exposure, and take on increasing responsibility over time — viewing this role not as a long-term office position, but as a launchpad toward future leadership on the project team.

YOUR DAY-TO-DAY

- Serve as the primary point of contact for incoming calls and emails, ensuring timely and professional communication

- Manage project documentation, including copying, scanning, filing, and maintaining records and correspondence

- Coordinate onboarding logistics by distributing new hire orientation materials and providing arrival and safety instructions

- Schedule and manage conference rooms and project meetings

- Prepare, document, and distribute detailed meeting minutes for Subcontractor Coordination and Owner/Architect/Contractor (OAC) meetings using

- Order and maintain office supplies to support daily project operations

- Maintain and update digital plan sets using Autodesk Build and Bluebeam, including:

- Retrieving and filing revised drawings, specifications, and RFIs from FTP sites

- Extracting updated documents and ensuring accurate version control

- Posting and hyperlinking RFIs, drawings, and specifications within digital plan sets

- Manage FTP document systems to ensure accurate storage and accessibility for subcontractors and internal teams

YOU’RE READY FOR THIS ROLE IF YOU HAVE

- High school diploma or equivalent required; additional education or certifications a plus

- Previous experience in the construction industry strongly preferred

- Proven experience providing administrative and operational support to construction project management teams

- Strong proficiency in Microsoft Word and Excel

- Demonstrated ability to think on your feet and solve problems independently

- Highly organized, detail-oriented, and able to manage competing priorities

- Advanced verbal and written communication skills with internal and external stakeholders

- Ability to maintain strict confidentiality in all aspects of job responsibilities

- Willingness to work overtime as required to meet project and business demands

- Able to work remotely from various project site offices throughout the east and west valley

- Occasionally commute to Northern and Southern Arizona to attend recruiting events and networking events

WHAT WE OFFER

- Award winning culture – consistently recognized by Best Places to Work in Arizona, Utah, and Idaho

- Competitive pay – weekly paychecks, salary, bonus incentives, 401(k) with employer match

- Holistic benefits – Medical, Dental, Vision, Life, & Disability Insurance; paid parental leave, financial literacy resources, and an Employee Assistant Program including legal and mental health support.

- Perks – tenure awards including pro sports tickets, fitness memberships, travel vouchers, and paid work anniversary sabbaticals.

Award winning work – our projects are consistently honored with recognitions from AIA, ENR, AGC, and more.

PHYSICAL ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk and/or hear. The employee is frequently required to use hands to finger, handle or feel. The employee is occasionally required to reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch and/or crawl. The employee must also occasionally lift and/or move up to 20 pounds. Specific vision abilities include close vision and color vision. The employee is also required to frequently inspect the project and may be exposed to ongoing construction and various weather conditions. The noise level in the work environment may range from moderate to loud.

EEO Statement:

Okland is an equal opportunity employer and considers all applicants for employment based on merit, competence, performance, and business needs. We do not discriminate on the basis of any status protected under federal, state, or local law. Applicants will be considered regardless of their race, color, sex, gender identity or expression, age, religion, creed, national origin, citizenship status, sexual orientation, genetic information, physical or mental disability, military status or any other characteristic protected under federal, state, or local law. In addition to complying with all applicable laws, Okland also has a strong corporate commitment to inclusion.

Visa and Sponsorship

Must be currently legally authorized to work in the US without sponsorship for employment visa status (e.g. H1B Status, O -1, CPT, OT, etc.). Unless specifically stated in this job posting, we are unable to sponsor or take over sponsorship of an employment visa at this time.