Brasfield & Gorrie, LLC

  • Project Administrative Assistant- Charlotte, NC

    Location US-NC-Charlotte
    Job ID
  • Responsibilities

    The Project Assistant is primarily responsible for providing administrative support to the project team(s).


    Responsibilities and Essential Duties include the following (other duties may be assigned):


    • Day to day administrative support for project management team(s), including sorting mail, creating and sending correspondence, coordinating catering and conference space, meeting invites, ordering business cards, etc.
    • Prepare expense reports and book travel using Concur Travel and Expense for project team(s)
    • Assist PM or project accountant with creating project in Project Data Management (PDM) software
    • Assist with electronic job start up
    • Assist with obtaining insurance, permits, licenses and jobsite mobilization
    • Act as the lead in ensuring that a Notice of Commencement has been filed
    • Create and maintain all electronic project files
    • Create, distribute and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
    • Assist project team with the creation and management of construction documents (drawings / spec logs, RFI’s)
    • Assist project team with submittal management process
    • Manage the subcontract, subcontract business licenses and required safety document process, making sure all documents are received, approved, saved and distributed
    • Assist project team with SDP enrollment, collection of information and issuing bonds (if required by SDP department)
    • Assist project management team with change order management process
    • Asist team with material status tracking on subcontracts and purchase orders– create logs, coordinate delivery dates, etc.
    • Receive, track and coordinate with accounting on Sales & Use Tax
    • Act as a liaison between other departments (JSA’s, accounting, document coordinators, etc.) and the
    • project team to fulfill project needs
    • Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
    • Review and code overhead, material and miscellaneous project invoices for final review/approval by Project Manager
    • Research status of pay applications and invoices in JD Edwards
    • Assist in preparing and distributing owner billing
    • Prepare, distribute and manage closeout documentation required by contract
    • Verify that all electronic project files are complete and ready for storage
    • Assist in distributing final job reports
    • Enter employee time and process payroll reports in JD Edwards system

    Education - Skills - Knowledge - Qualifications & Experience

    • Bachelor’s degree preferred
    • Minimum of one year of work experience in an office environment
    • Construction experience preferred
    • Strong verbal and written communication skills
    • Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel and PowerPoint
    • Working proficiency in Bluebeam strongly preferred
    • Aptitude to learn new computer applications and software
    • Excellent customer service skills
    • Positive attitude
    • Proven self-starter
    • Detailed oriented with the ability to recognize discrepancies
    • Ability to work in a team environment as well as independently
    • Must thrive in a fast-paced work environment
    • Ability to successfully prioritize multiple tasks with competing deadlines
    • Ability to maintain a high level of confidentiality
    • Obtain notary certification in applicable county


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