As a Project Assistant, your responsibilities will encompass project support, accounting and purchasing tasks, as well as general administration duties. This position is pivotal in facilitating seamless operations for the on-site project team. Responsibilities include coordinating material procurement, managing project social media, and overseeing administrative tasks such as answering calls, organizing meetings, and maintaining office supplies. With a focus on efficiency and attention to detail, this multifaceted role ensures the smooth execution of project tasks while supporting the broader objectives of the team. Project Support - Order materials, tools, and supplies. - Collaborate with Corporate Marketing Specialist on project social media. - Post on project Workplace platform. - Track project consumables. - Maintain tool inventory & coordinate tool rentals. - Maintain up to date job list. - Update panel schedules. - Complete detail books and O&M manuals. - Plot plans as needed. - Process submittals, permits, RFI s and service applications. - Request certificates of insurance. - Assist the safety team with various administrative tasks, as needed, including requests for certificates of insurance. Accounting/Purchasing - Assist Purchasing and Materials Manager in the administration of material procurement. - Review tool invoices. - Assist Project Account with monthly billings. - Enter new jobs and work orders into computer software system. - Process change orders. - Run weekly job overview reports. - Prepare and update PO s and Subcontracts. - Close outstanding PO s and work orders. - Assist with collection communications. General Administrative - Answer incoming phone calls and greeting visitors. - Receive and distribute mail and deliveries. - Maintain office and safety supplies. - Process new hire paperwork. - Assist with safety training coordination. - Prepare folders, letters and documents as requested. - Filing project documents. - Oversee employee message service and maintain attendance log. - Manage group text message service. - Schedule / coordinate meetings. - Record and manage meeting minutes. - Organize site tours. QUALIFICATIONS AND EDUCATION REQUIREMENTS - High School Diploma or equivalent. - Associate s or Bachelor s degree with concentration in Business Administration, Finance and/or Accounting preferred. - Two (2) years of administrative support experience or a combination of related education and equivalent work experience preferred. - Knowledge of Construction Industry, Electrical Contracting or Building Trades preferred. - Intermediate skills in Microsoft Word and Excel with ability to learn internal software system. KEY COMPETENCIES - Excellent organizational skills. - Strong attention to detail and problem-solving skills. - Self-starter and able to work independently and in a team environment. - Excellent customer service skills. - Excellent verbal and written communication skills. - Ability to prioritize and manage multiple responsibilities. - Ability to meet daily deadlines. - Positive attitude, along with maturity and dependability. PHYSICAL REQUIREMENTS - This job operates in an office trailer on a construction site, requiring closed toed shoes at all times, as well as occasional use of a hard hat and eye protection. - This role routinely uses standard office equipment such as computers, phones, filing cabinets, photocopiers and fax machines. - Employees are frequently required to sit, and occasionally required to kneel, reach, stoop, crouch or crawl. - This position requires the ability to lift files, open file cabinets, and bend or stand as necessary. - This position may occasionally life up to 10 pounds.