This position is ideal for an organized professional looking to build a career in project management within a high-speed, technical facilities environment.
1. Administrative and Documentation Control
- Project Documentation Management: Manage the centralized repository for all project files, including contracts, permits, schedules, drawings, reports, and meeting minutes, ensuring proper version control and easy accessibility for the entire team.
- Correspondence: Draft, format, and distribute official project correspondence, memoranda, and internal communications on behalf of the Project Managers and Director.
- Contract Support: Assist the Project Managers with administrative tasks related to vendor onboarding, drafting work orders, and tracking insurance and compliance documentation.
- Information Flow: Ensure the seamless flow of critical information between the Project Managers, the Due Diligence team, the Project Drafter, and the on-site operational teams.
2. Schedule and Logistical Support
- Meeting Coordination: Schedule and coordinate all project meetings (internal and client-facing), prepare agendas, attend sessions, and distribute detailed meeting minutes and action items promptly.
- Timeline Support: Assist the Associate Project Manager and Senior Project Manager with updating and maintaining high-level project schedules, inputting data, and monitoring critical path activities.
- Travel and Expense: Coordinate travel arrangements and process expense reports for the Project Management leadership team.
- Procurement Support: Initiate and track requests for purchase orders for project materials and services, working closely with the Accountant and Procurement department to expedite delivery.
3. Reporting and Closeout
- Status Reporting: Compile data from various sources (schedules, budgets, action logs) to assist the Project Managers in preparing regular project status reports for executive review.
- Action Tracking: Maintain and follow up on critical action item lists (AILs), ensuring assigned team members complete tasks by their deadlines.
- Project Closeout: Assist in the formal project closeout process, including archiving documentation, reconciling final accounts, and gathering lessons learned feedback for future deployments.
