Executive Assistant Project Manager Jobs in Jupiter, FL

Assistant Project Manager

The Assistant Project Manager is responsible for assisting their assigned Project Manager in managing all administrative and technical requirements of assigned projects. Assists in all activities related to contract administration, change orders, submittals, procurement, project financial set-up and updates, and schedule to ensure projects are completed in a quality, profitable, safe and timely manner. Maintain constant focus on meeting/exceeding customer needs and expectations by supporting the Project Manager in all aspects of assigned projects.

General Requirements

• Accomplish project plans on time, meeting or exceeding project margin goal as well as meeting all specified quality standards.
• Responsible for continuously monitoring project progress with respect to the status of the plan and the budget and providing a bi-weekly status report to the Project Executive.
• Lead and communicate with all team members, subcontractors and vendors to assist them in working to maintain the project schedule.
• Develop and improve assigned client relationships.
• Build effective working relationships with clients, architects, subcontractors, vendors and Bluewater team members.
• Administer financial aspects of the Owner contract, subcontracts, and purchase orders.

Preconstruction

• Assist the PM in preconstruction efforts
• Maintain subcontractor database
• Assembling bid documents for pricing
• Performing document takeoffs and reviewing specifications and preliminary scope development
• Organizing takeoffs and subcontractor bids
• Developing bid clarifications and RFIs
• Reviewing and entering subcontractor trade durations into project schedule
• Generating and updating scope sheet for subcontractor pricing
• Participating in Architect/Owner meetings
• Writing qualifications and assumptions for contracts.
• Establishing accepted value engineering and alternate pricing
• Ensure ample market participation is obtained for all project trades.
• Maintain document list
• Prepare and update baseline schedule with input from Project Team

Project Management

• Generate and maintain subcontract and purchase order logs.
• Maintain and review shop drawings and submittals.
• Review subcontractor insurance certificates for compliance with project requirements.
• Price and generate proposed commitment change orders.
• Price and generate prime potential change orders.
• Issue, submit and track Requests for Information (RFIs).
• Maintain and track all permitting requirements and approvals with agencies having jurisdiction.
• Prepare project schedule updates with input from Project Team.
• Coordinate and schedule meetings with subcontractors.
• Obtain and track subcontractor warranty certificates.
• Obtain information and assemble closeout manuals.
• Establish relationships and communication tools as needed with suppliers and other key people to verify all materials, supplies, tools, equipment, and personnel are obtained and/or delivered when necessary.
• Ensure project site and company assets are secure and always maintain a safe and respectful working environment by implementing safety, risk management, training, and quality control programs.
• Communicate with all suppliers and subcontractors to be certain they understand performance standards related to predetermined schedules or plans and specifications. If performance problems occur, coordinate with the Project Manager regarding the appropriate actions to take with the subcontractor.
• Attend all planning, progress, and close out meetings with project staff and other key people on project concerns.
• Assist in coordinating all contractual requirements, design drawings and project specifications that include, but are not limited to:
• On-site project management
• Project coordination and controls
• Construction billings and cash flow projections
• Job cost analysis
• Project schedule adherence
• fleeting minutes and documentation
• As-built document procurement
• Punch list management
• Tracking and job costing
• Assist Project Manager and Business Unit Leader with any additional duties.

Qualifications

• Degree in construction management or related field preferred.
• Proven ability to manage multiple projects/activities in a dynamic fast-paced environment.
• Must understand construction terms, estimating, purchasing, scheduling and planning concepts.
• Strong written and verbal communication skills.
• Excellent time management and organizational skills.
• Ability to always maintain discretion and confidentiality.
• Strong interpersonal skills and ability to work with and manage cross-functional teams.
• Proficiency with computer applications, including but limited to Microsoft Office suite and Procore.
• Candidate must possess Bluewater’s Core Values: Safety, Exceptional Quality and Service, Community Focused, Professionalism, Empowerment, and Accountability.
• Ability to plan, direct and coordinate professional and sub-professional construction management work.
• Ability to work independently and organize and prioritize work.