27671082
Description
Coordinates with: Estimating, Project Managers and Superintendents
Position Summary:
Provide administrative support to Project Management.Attend project meetings and performs administrative tasks associated with change orders, shop drawing acquisition and review, contact with subcontractors, contract revisions and material tracking.
Specific duties and responsibilities include, but are not limited to:
- PC responsibilities for Awarded Projects
- Work with estimating department on turnover process and documentation
- Assign project #’s and move files from Estimating to Project Management when project is awarded
- Once buyout process is completed by Estimating
- Enter Write up, Schedule of Values
- Major Equipment Purchase Orders
- Issue letters of intent to include requesting lead times and submittal data
- Subcontractors
- Issue letters of intent and request submittal data
- Coordinate Turnover meeting from estimating to operations
- Work with estimating department on turnover process and documentation
- PC responsibilities to assist Project Management
- Obtain and/or provide notice of commencements
- File Notice to Owner
- Certificates of insurance to General Contractor
- Bid bonds & Performance, Labor & Materials Bonds
- Complete required forms, necessary signature, forward document to GC/Customer as required.
- Process and Execute necessary permits that are required for construction projects
- Set up, Organize and Maintain the construction project filing system on server
- Red Folders for PMs
- Set up initial red folder with Project Tracking Data on server
- Update files for PM use at project meetings
- Assemble Contract and Subcontract Routing Process
- Review write ups for projects to catch errors
- Input construction data using Vista by ViewPoint (Software) to enter write-ups, schedule of values, change orders, subcontractor change orders
- Subcontracts
- PM responsible for scope of work
- PC assemble and distribute subcontracts,
- Request COI
- Follow through to execution request COI
- Contract Change orders and Sub-Change orders
- PMs responsible for uploading backup data for all types of change order to include but not limited to quotes, proposals and take off.
- This information is provided to PC to send to GC, enter into Vista and follow through to final execution process. Update logs and file data as required.
- Submittals
- Enter in submittals, update, create and distribute
- Update tracking
- Project Tracking Logs (Gold Sheets, Submittal, RFI and Change Orders)
- Create, update and maintain all project tracking logs on server and Vista
- Purchase Orders and Direct Owner Purchases
- Information provided by Estimating to create letters of intent, request Submittals/leads times and release equipment as directed by PM
- Update tracking logs
- DOPs-generate paperwork, submit for review and approval, issue DOPs to vendors and tracking invoices in tracking log
- Close-out Process
- Request O&Ms from our vendors for equipment provided
- Assemble O&M books -PM to review for accuracy before distribution
- Manuals, all warranty letter in, startup reports, valve tag charts, controls and final Test & Balance report
- Additional PC responsibilities
- Request and Maintain all COIs for all departments (Purchasing, Service, Constructions, Estimating)
- Print Reports requested by PMs- weekly management reports etc
- File current inspection test reports & daily reports that are provided by Superintendents.
- Field team folder on server for Foreman Access
- Maintain and organize as needed for logs, forms, look ahead and testing documents.
- Pre-Employment, Onboarding and Training
- Assist with interview scheduling, pre-employment process and onboarding orientation
- Review Red Folder and job files with PMs, set up Surface Pros
- Review job files with Foreman and Set up I-pads
- File current inspection test reports & daily reports that are provided by Superintendents.
- Inspections test
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