Project Assistant (Houston, TX)
1700 West Loop South, Suite 1500 Houston, TX 77027 US
Job Description
Monthly Progress Reports (Point of contact for coordination)
- Create and maintain master report template
- Update, coordinate, expedite, and follow up with disciplines for report content
- Format final document
- Issue to internal team and Client per Project Distribution Matrix
- Create report template based on Client report requirements
- Coordinate, expedite, and follow up with all disciplines
- Format final document
- Issue to internal team and Client per Project Distribution Matrix
- Format final document including verifying use of current Standard Decimal Report template for brand consistency
- Issue to internal team and Client per Project Distribution Matrix
- Create and maintain master report template
- Coordinate, expedite, and follow up with each contact for report content
- Format final document
- Issue to internal team and Client per Project Distribution Matrix
- Project team members send all meeting minutes/notes to PAs to finalize and format for distribution
- Examples are weekly Client meetings, model reviews, estimate meetings, schedule meetings, procurement meetings, construction meetings, etc… Basically any meeting where formal minutes need to be documented AND published/issued to Client.
- PAs will use the standard minutes template (OGCGEN24104 Meeting Agenda-Minutes)
- Maintain presentation template
- Coordinate, expedite, and follow up with each contact for presentation content
- Format final presentation prior to client meeting
- Document Locator Transmittals and Notifications (to Clients and/or internal)
- Project Assistants generally handle administrative type documents pertaining to the project – Document Control handles technical documents, vendor documents, and construction packages.
- Refer to OGCGEN21101 - File Naming and Location Index for specifics on the types of documents that a PA handles (scroll to far right of excel file for PA or DC designation).
- Room reservations
- Issuing meeting invitations to respective parties
- Catering coordination (as requested)
- Meeting Setup- provide copies of documentation, if applicable (i.e., IPPM meetings, AIL, deliverables list), A/V requirements, etc.
- Attend weekly internal meetings and/or weekly Client meetings for purpose of taking minutes (as requested by PM)
- Process/Troubleshoot for Project Managers and Project Engineers
- Travel Reservations (project related)
- Support PM and/or PE in maintaining Action Items List(s)
- Internal AIL and Client AIL
- Update lists as directed, and request updates as specified by the PE(s)
- Send out Procurement Status Reports (weekly)
- Send out Material Status Reports (weekly)
- Upload Q6 reviews into DL for monthly quality checks
- Maintain PCN Log and/or CO Log
- Store PCNs and COs in appropriate folder in DL
- Issue PCNs and COs to Client for approval
- When applicable, hold a client account to access clients’ calendars, drop files into their ShareFiles, etc.
- Work with safety department for registering Team members for client, site, and project specific courses as needed
- Remain up to date on knowing which trainings are needed by whom and when
- Act as communication collaborator for project teams; being proactive chasing down and gathering information, helping to ensure deliverables are on time, sitting in multiple meetings to help seal communication gaps (as time allows based on workload).
- Continuously learn and train with different disciplines and software programs to be a source of information for the project team.
- Programs such as EcoSys, PowerBi, Microsoft Teams, Adobe, Microsoft Office Programs, and Project Provisioning
- General Daily Assistance for Project Manager and Project Engineer(s)
- Assistance as requested for Project Leads and their respective teams (i.e. scheduling Client meetings, booking group travel for project meeting(s), printing IPPM tags, other administrative project tasks)
High School Diploma/GED required.
Applicable office/clerical experience is required.
Proficient in Microsoft Word, Excel, Access and PowerPoint required.
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