Project Assistant

Position Overview:

Grace Construction is seeking a detail-oriented and highly organized Project Assistant to support our construction project teams.

Job Duties/ Responsibilities:

Subcontract Agreements: Prepare, distribute, track, and manage the subcontract agreement execution process, including:

• Request, track, collect, log, and file subcontract agreement compliance documents
• Prepare weekly or bi-weekly reports in each job of missing documents and compliance documents
• Prepares draft scope exhibit documents utilizing samples and templates.
• Follow up on open items and missing documents
• Set up Procore commitments, save documents, update statuses, and sync to ERP Procore Commitments (subcontracts)
• Collect Certificates of Insurance (COIs), verify compliance, request revisions, and collect outdated / updated COIs
• Assisting with working through mark ups and edits on Agreements
• Assist with DocuSign management
• Organize and maintain the scope exhibit library and related templates

Procore Admin Tasks: Serve as the Procore “gatekeeper” for assigned projects, including:

• Adding companies, contacts, etc. to Procore and to jobs in Procore
• Assign permission templates to people in Procore, audit permission templates and permissions, and manage the permission process
• Coordinate with Accounting for proper set up of companies and vendors in Procore
• Upload Drawings and revisions to drawings in the Drawing Tool (including maintenance and QC)
• Upload Specifications and revisions to specifications in the Specifications Tool (including maintenance and QC)
• Upload Permits and other documents in Procore
• Enter, update, and manage general and information items on projects in Procore
• Update the job list, status, etc. on projects in Procore
• Assist with managing the Directory on projects in Procore.

Subcontract Change Orders: prepare, distribute, track, and collect executed subcontract change orders and save in Procore.

Project Start Up: assist with project and jobsite start-up activities, including:

• Create and implement jobsite start-up packages for new projects (e.g., posters, safety equipment, signage, security cameras, supplies).
• Assist with tracking the construction start up list in Procore and help teams with tracking items
• Assist with security cameras and getting projects set up with camera service.
• Preparing misc. signage and door labels for projects.

Project Closeout: assist with project and jobsite close out activities, including:

• Assist with tracking the closeout list in Procore and help teams with tracking items
• Assist with collecting final photos
• Prepare and send trade thank you notes when projects are completed
• Ensure all documents get filed in the project files

Safety: Assist with safety items on jobsite; including:

• Collect safety reports and file
• Follow up with teams to resolve open safety items timely
• Assist with preparing and distributing the OSHA 300 log yearly
• Help CORE safety know when new projects start and get them team contact info.

Warranty Items: assist with tracking, updating, reporting, etc. related to open items during a projects one year warranty period, including:

• Track open warranty item by project
• Prepare periodic reports for Owners on open items
• Follow up with the teams to close open items
• Run metrics and analytics on warranty items
• Assist with tracking and filing the maintenance audit reports

Project Documentation and Reporting: prepare and send project reporting and metrics as it relates to the following:

• Schedules
• Submittals and Shop Drawings
• RFIs
• Daily Logs
• Observations
• Etc.

Other Regular / Re-Occurring Tasks:

• Visitors: Greet visitors that come to the first-floor office space.
• Notary: Hold active Notary.
• Drone photos, arial photos, and videos on Projects: Schedule and coordinate drone photos, videos and arial photos on jobsites.
• Document filing: file, audit, and organize project documents.
• Meeting Minutes: taking, preparing, editing and distributing various meeting minutes.
• Misc. Errands: Run occasionally errands, pick up blueprints, etc.
• Office Pick Up / Organization: Help keep the office area / conference rooms clean, picked up, organized, etc.
• Project Status Meetings / Schedule Reviews: Assist with scheduling and logistics of these meetings as well as taking notes during the meetings.
• Templates / Guides / Checklists: Assist with preparing, updating, and maintaining company templates, guides, checklist and other documents for use on projects.
• Cross Training w/Administrative Assistant tasks: provide coverage for Administrative Assistant responsibilities as needed.
• Miscellaneous: Other duties as assigned to support a team-based work environment.

Desired Qualifications of Project Assistant:

• Organization: Demonstrates strong organizational skills with the ability to manage, track, and maintain accurate documentation and information.
• Technical Proficiency: Strong knowledge of Microsoft Office products and PDF editing software, with the ability to use technology to support efficient workflows.
• Communication: Ability to communicate effectively both verbally and in writing, ensuring clarity, accuracy, and professionalism in all interactions.
• Professional Support & Collaboration: Demonstrates a strong commitment to supporting internal teams and external partners through responsiveness, reliability, and a collaborative approach.
• Attention to Detail: Maintains a high level of accuracy and attention to detail across all tasks, documentation, and communications.
• Construction Experience: Prior construction experience preferred, with an understanding of construction processes, documentation, and project workflows.