Project Assistant - Yearout Mechanical

About the Role

As a Project Assistant, you'll play a vital role in supporting our construction projects by keeping documents, schedules, and logistics running smoothly. You'll work closely with Project Managers, Foremen, and subcontractors, ensuring that all critical processes stay on track. This role is ideal for someone highly organized, responsive, and enthusiastic about delivering excellent internal and external customer service.

Key Responsibilities

Clerical & Office Procedures

• Generate, issue, and route subcontracts using standard templates
• Maintain accurate and current project files, including digital folders and document logs
• Assist with new vendor setup and subcontract documentation requirements
• Organize and manage electronic records using alphanumeric filing systems
• Complete Contract Review Checklists with the Project Manager, ensuring all required documents are submitted

Project Coordination

• Support Project Manager and Foreman with subcontractor work coordination
• Schedule meetings, prepare agendas and documents, and support full project lifecycle events including Kickoff, Turnover, Productivity, and Closeout
• Submit permit applications for state, county, and city requirements
• Attend weekly manpower and project management meetings; review and update project status logs and checklists with the PM

Customer Service & Communication

• Serve as a liaison between internal teams and external partners to ensure clarity and responsiveness
• Provide timely updates to stakeholders and follow up as needed
• Demonstrate a service-oriented mindset by proactively assisting team members and addressing needs

What You Bring

• Preferred: High school diploma and 3-5 years of construction work experience
• Strong organizational, time management, and communication skills
• High attention to detail and accuracy
• Ability to handle multiple tasks across various stages of construction
• Proficient with Microsoft Office 365 (Excel, Word, Outlook, Teams)

Core Competencies

• Time Management & Prioritization
• Attention to Detail & Process Accuracy
• Communication & Active Listening
• Problem Solving & Critical Thinking
• Customer Service Mindset
• Administrative & Clerical Skills
• Tech Savvy - especially Excel, Outlook, and project platforms

Additional Requirements

• Possess a valid driver's license with a driving record that meets company standards
• Successfully pass a background check, drug screen, employment verification, and reference checks
• Must be able to lift up to 25 lbs and perform general office tasks such as sitting, typing, filing, and using a multi-line phone system

#LI-Onsite #LI-KW1