We are currently looking for a Project Assistant to join our amazing Project Management team. If you have a successful attitude with a “get it done right” mentality and work with a growing company dedicated to customer satisfaction and construction excellence, then look no further.
Job Description Summary: Provide administrative support as part of the Project Management Team
by managing project documentation, relaying information between project team members, reporting
directly to the Senior Project Manager and assisting other Project Managers alike.
Top Project Assistant (PA) Duties Include:
• Subcontractor invoice coordination.
• Generate weekly reports & scorecards.
• Send Letters of Intent (LOI) to awarded subcontractors.
• Review and upload project plans and specifications.
• Assist with submittal management as needed.
• Transcribe and upload meeting minutes.
• Prepare closeout documentation.
• Schedule meetings.
SUBCONTRACT ADMINISTRATION
• Subcontracts: The PA is responsible for reading and understanding the scope of work for each
subcontractor, tracking compliance of Subcontractor Documentation, and ensuring all DocuSign
documents are executed in a timely manner.
• Subcontractor Change Orders: The PA is responsible for assisting the Project Manager in gathering
pricing, assembling, logging, distribution, and tracking subcontract change orders.
• Prime Contract: The PA is responsible for reviewing and understanding PBC’s contractual obligations to
the project’s Owner.
• Owner Proposals and Change Orders: PA is to assist the Project Manager with the creation, tracking,
and logging of Owner Proposals and Change Orders
PROJECT ADMINISTRATION
• Document Control: The PA is responsible for document control of the project, including plans, specs
and project files.
• Document Management Protocol: The PA is to follow the Document Management Protocol in
storing all documents in Procore.
• Submittals: The PA is responsible for requesting, assembling, logging, tracking, and distributing
submittal content from Subcontractors and the Architect. The PA is responsible for ensuring timely
approval of submittals to prevent project delays.
• ASIs: The PA is responsible for logging and distributing ASIs. The PA is responsible for notifying the
Project Manager of costs resulting from an ASI.
• Turnover Documentation: The PA is to assist the PM by collecting and monitoring turnover
documentation (Certificates of Substantial Completion and Certificates of Occupancy).
CLOSEOUT DOCUMENTATION
• Closeout Checklist: The PA is responsible for creating and keeping an updated closeout checklist
from the beginning of the job through completion. The closeout checklist tracks all closeout items
required at the end of the job and when they are received.
• The PA is responsible for gathering all closeout documentation for the project and ensuring that it is
delivered to the Architect and/or Owner in the proper format. Closeout Documentation includes but
is not limited to: Approved Submittals, Operation and Maintenance Manuals, Warranties,
Demonstration and Training, As-Built Drawings, Attic Stock, Test/Inspection Reports, etc.
SCHEDULING & PROACTIVE PLANNING
• Submittals: The PA is responsible for coordinating with the Project Manager and Superintendent to
schedule submittals according to order of construction schedules, production and lead times.
Submittal scheduling and coordination is a crucial aspect of construction as late submittals can
delay a project.
• Scheduling: The PA may be asked to assist in inputting the schedule in Microsoft Project under
the direction of the Project Manager. The PA should be familiar with Microsoft Project.
MEETINGS AND COMMUNICATIONS
• Pre-Construction Meetings with Owner and Design Team: When needed, PA is to attend
meetings, take accurate notes, produce and distribute meeting minutes in a timely fashion and save
meeting minutes to Procore. When in attendance at meetings the PA is to represent PBC in a
professional manner.
• Owner Progress and Pay Application Meetings: PA is to attend meetings, take accurate notes,
produce and distribute meeting minutes in a timely fashion and save meeting minutes to ProCore.
When in attendance at meetings the PA is to represent PBC in a professional manner.
• Weekly Wrap Up: PA is to provide a weekly wrap up to the Project Manager accounting for job status
within responsibilities. PA and Project Manager are to meet each Friday to discuss the progress of the
week.
• Document Management Protocol: The PA is responsible for ensuring that all documents within
scope of work are stored in Procore according to the Document Management Protocol.
KNOWLEDGE, SKILLS AND ABILITIE
• Problem solver and obtains the ability to be innovative
• Communicate using the following tools: email, Microsoft Teams, telephone, Procore Daily Logs (if
applicable), and video footage
• Ability to work independently and as part of the team
• Ability to meet deadlines, prioritize assignments, and provide recommendations
• Communicate professionally and effectively
• Provide support to team members, Project Management, and upper management simultaneously
• Strong organizational and multi-tasking skills
• Excellent written and verbal skills
• Intermediate or Advanced knowledge of Microsoft Office
• Procore experience preferred
• Ability to follow processes and procedures
• Maintain and exercise integrity in all business dealings
What’s in it for you?
Petersen Brothers Construction (PBC) has been in business for 50 years. We are excited about the longevity growth that we have experienced and are always looking to have the best working for us! PBC specializes in commercial construction and self-performs all our concrete work. As the leading commercial construction company in Twin Falls, we are growing rapidly - creating exciting opportunities for individuals to grow with our organization.
Under the direction of our owner, we are slated to be one of the largest, individually owned commercial construction companies in Southern Idaho. This is a great opportunity to join an established company and play a major role in its continued growth.
So, if you are looking to grow your career in the construction industry, APPLY NOW!
PBC is a Drug-Free Workplace. Employees are subject to pre-employment and continual random drug testing while employed.
PBC is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.