Job Title: Project Assistant

Location: Office (Knoxville, TN)

Department: Administration

Reports To: Director of Administration

FLSA Status: Non-exempt

We understand what we do is not defined by the buildings we build. At Summit, we strive to be the trusted provider of construction services by developing a team of empowered professionals that share a vision of building excellence now and in the future. We embrace innovation in our pursuit of continuous improvement, both for our finished product and for the success of our team. Summit builds long lasting relationships, community and careers. Summit builds together.

Job Summary

The Project Assistant will be responsible for supporting the project management team by ensuring that all team members have the information and resources necessary to complete their tasks efficiently and by maintaining clear and organized documentation. This role involves project setup, documentation management, project closeout, and providing clerical/administrative support as requested to ensure projects are completed on time, within scope, and within budget. The ideal candidate will be detail-oriented, highly organized, and possess excellent communication skills.

Key Responsibilities

Project Planning and Preconstruction:

·        Create and process owner contracts utilizing electronic project management systems

·        Upload and update vendors in electronic project management system ensuring all necessary paperwork is completed and up to date

·        Create and process subcontractor contracts, verifying contracts are fully executed, securing proper paperwork and verifying subcontractors are in good standing with vendor compliance prior to starting work or billing; electronically filing and distributing contracts as necessary

·        Process budget transfers under the direction of project management team

·        Electronically setup new projects ensuring all necessary information and fields are complete

Project Execution and Resource Coordination:

·        Manage electronic project documents: contracts, change orders, invoices, email communications, and distribution of documents to the appropriate subcontractors and team members

·        Support scheduling and management of on-site rental tools and equipment

·        Provide clerical/administrative support for project management team as requested 

·        Work collaboratively and build effective relationships with subcontractor team, site operations team, project management team, and some directly managed vendors.

Project Closeout and Client Billing:

·        Secure and compile electronic turnover documents; ensuring all documentation requested is received from subcontractors/suppliers for each ongoing project assigned

·        Compile electronic close-out documents and prepare turnover packages

·        Process invoices for miscellaneous projects and owners

Communication and Collaboration:

·        Facilitate clear and effective communication among all project participants

·        Maintain professionalism and respect for clients and subcontractors under all circumstances

·        Continuously support organizational process improvement initiatives

Qualifications

·        2+ years of experience in administrative role preferred

·        High school diploma or GED is required

·        Excellent organizational and time management skills.

·        Strong communication and interpersonal skills.

·        Ability to manage multiple tasks and priorities simultaneously.

·        Attention to detail and problem-solving abilities.

·        Ability to work collaboratively in a team environment.

Working Conditions

·        Office-based

·        Essential physical requirements include sitting for extended periods and typing

Salary and Benefits

·        Competitive salary based on experience.

·        Comprehensive benefits package including health, dental, and vision insurance.

·        Retirement plan with company match.

·        Paid time off and holidays.

·        Opportunities for professional development and career advancement.