Project Manager Assistant (Administrative)

Summary / Objective

A Project Manager Assistant will assist project managers and office staff in daily tasks, assuring effectiveness, efficiency, and organization. This position also requires administrative assistant duties. 

Essential Functions

• Support / Assist Project Managers (including offsite) and or Construction Managers (Primary)
• Create Estimates for customers in SAGE, including researching and applying the appropriate sales tax and tax rules per the location of the job (Primary)
• Issue vendor and sub-contractor purchase orders in SAGE (Secondary)
• Arrange meetings with 811 and private locators (Primary)
• Coordinate closeouts for various customers (Primary)
• Verify customer status with ETT (properly vetted) and begin process of vetting customer if they have not been established by requesting the appropriate information. (credit references, tax certifications – W-9) (Secondary)
• Invoicing and submitting invoices as required by the customer (Secondary)
• Ordering office supplies and necessities (Secondary)
• Type inspection reports and create manuals for each site for customer if needed (Primary)
• Arrange hotel accommodations for crews and occasionally Project Managers and customers (Primary)
• Maintain a high level of professionalism and a positive attitude
• Execute bid packaging for customers - may be called upon to assist with special projects and assume responsibility for the development and administration of specific projects as required (Primary)
• Create job folders/hospital folders/project folders with labels (Primary)
• Make payment and coordinate pick up of project building permits. Assist project managers with jurisdictional research and obtain the required forms (Secondary)
• Handle incoming/outgoing mail - package and ship anything from paperwork to test equipment, to jobsite materials for crews and customers via USPS, FedEx, and UPS (Secondary)
• Answer phones with friendly tone, professionally screen calls, and identify callers to direct them to requested personnel or take a detailed message (Secondary)
• Organize and file office paperwork in the appropriate areas (Secondary)

Competencies

• Organizational skills
• Proficient in Microsoft Excel and other
• SAGE experience preferred
• Thoroughness & detail oriented
• Time management

Supervisory Responsibility

This position has no direct supervisory responsibilities; Reports to Project Managers and or VP of the organization.

Work Environment

This position works in small office environment. There is extensive use of a computer, copier/printer, and various office supplies. Additionally, there is a warehouse and yard. This position will come into frequent contact with field crews as they come and go and prep for jobs.

Physical Demands

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit at a desk and use hands to type on a keyboard and handle office supplies and materials, such as phones, papers, boxes, files, paper, scissors, 3-hole punch, stapler, calculator, pens, etc. The employee frequently is required to get up out of desk to file, or walk to different areas of the office, warehouse, and yard.  

Position Type and Expected Hours of Work

This is a full-time position, with a minimum of 40 hours and maximum of 45 hours per week (Overtime must be approved by a manager). Days and hours of work are Monday through Friday, 7:30am – 4:30 or 5pm depending on work load. One hour lunch break is allowed daily.  

Travel

No travel is required for this position, but on occasion may be asked to pick up materials or deliver materials to crew(s).

Preferred Education & Experience

Due to the nature of this position, EasTex Tower prefers candidates to have at least two years of prior administrative or project management experience in the construction industry. Business and construction management coursework is a plus.

Additional Eligibility Qualifications

• Clear MVR and a valid driver's license (CDL a plus)
• Pass a pre-employment drug and alcohol test

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time or without notice.

EEO Statement:

 

EasTex Tower provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability and genetics.  In addition to federal law requirements, EasTex Tower complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

 

EasTex Tower expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information disability or veteran status.  Improper interference with the ability of EasTex Tower's employees to perform their job duties may result in discipline up to and including discharge.