Gallant Commercial
4321 Directors Row
Houston, TX 77092
Position Overview
Assists Project Manager and APM with the documentation and administration of the project. Responsible for processing/filing project management documents (RFIs, Submittals, COs, Meeting Minutes, Contracts) as assigned by the Project Manager. Manages internal administrative processes for project as well as provides high-level organization and administrative support to Project Team
Key Responsibilities (Essential Duties and Functions)
Administrative
ยทManages and coordinates project administrative tasks as required for successful project delivery, such as issuing subcontractor Notice to Proceed, assist in issuance of Work Orders, maintaining project directories, processing submittals, documents, and files
ยทManages the Project specific insurance documentation for Gallant and subcontractors performing work on the project site.
ยทAssist Project Manager in assembly of monthly project reports for internal and external team members and Client.
ยทAssists in scheduling of project meetings and events including printing agendas, attendees, meeting space and supporting documents or technology
ยทOrder and distribute Drawings to team
ยทAssist the team in the Project building permitting process
ยทProvides support to the Project Manager in the bidding process distribution of RFP/ITB package, confirmation of subcontractor participation, tracking and distribution of Pre-Bid Clarifications & Addendums
Project Initiation
ยท Initiates set-up of Project systems/Folders (Project files on N: Drive, project number, Plan Grid accounts/content, project directories, document templates and files).
ยท Manages (or confirms) the required subcontractor and vendor set-up information is communicated to accounting
ยท Assists with preparation and coordination of proposals, manuals, and proposal presentations.
ยท Coordinates and participates in internal project kick-off meetings.
Project Administration
ยท Track all project related invoicing and process accordingly (approved and/or rejected) as determined by the Project Manager
ยท Reviews and understands Project Scope of Services within the Project Contract to help ensure project team delivers expected services.
ยท Assist APM with updating project tracking logs (RFI, Submittal, Subcontractor CO, Qualityโฆ) and review, distribution and filing of such project documentation.
ยท Lead the Project Closeout Process and responsible for the tracking, completion, and timely delivery of information to Gallant team for review and confirmation
ยท Support the financial closeout of project Subcontractors and Vendors in obtaining retainage payments and all necessary Lien Waivers and warranty documentation
Promote Gallant Relations
ยท Builds effective relationships with project team and all Gallant employees that reflect and support company core values and foster a positive work environment
ยท Actively participates in company and community events to enhance company image and build internal relationships
Culture, Leadership and Employee Development
ยท Promotes our principles, communicates our vision and purpose through service to our Clients
ยท Serves as a role model and promotes professional behavior
ยท Participates in personal career development through โon-the-jobโ training, attends internal training programs as offered and assists in the development of new employees
Perform miscellaneous duties as assigned by the Project Manager