Position Summary:
We are looking for an experienced, proactive project assistant to work collaboratively with our team. In this role, you will oversee tasks delegated to you by the project manager, coordinate with all necessary vendors and service providers, and ensure that the project is moving forward on time and on budget. You will need to be highly organized, adaptable, and able to prioritize tasks while working independently. The ability to motivate others and keep them on task in a positive and encouraging manner is also a must-have skill in this position.
Project Executives/ Assistant Project Manager Duties and Responsibilities
- Work collaboratively with the project manager and team to maximize productivity
- Collaborate with the whole project team, contributing to the entire project lifecycle.
- Preparation of project schedule for Project Manager’s review and approval.
- Organize and monitor schedules and see that deadlines are met.
- Coordinate efforts within the team and with outside consultants efficiently
- Report updates verbally and in written form to management
- Monitor budget and help ensure resources are used efficiently
- Help discern requirements and assign tasks to team members
- Co-ordinate and submit forms/PTW to landlord and understanding of building requirements for commencement of works.
- Assist in setting up required site office and equipments required.
- Maintain change order log and informed necessary parties of potential variations.
- Co-ordinate and liase with sub trades/ contractors and vendors for submissions and execution of site works.
- Co-ordinate with frafting team on shopdrawings submissions.
- Work closely with Quantity surveyor team to issue out purchase orders, progress claims and invoices.
- Assist Project Manager on technical meetings to minute minutes of meeting.
- Follow through on project close out from as built drawings/ OMM and project defects lists.
- Assist Project Manager to maintain and enforce good construction standards and quality control.
Project Executives Requirements and Qualifications
- Diploma or bachelor’s degree in a relevant field required
- Additional certifications that exemplify a desire for continued education preferred
- At least 2 years relevant work experience in the industry preferred for Project Executives.
- Minimum of 3-5 years relevant work experience in the industry
- Exceptional communication and interpersonal skills
- Keen attention to detail and an aptitude for problem-solving
- Able to proactively address potential issues
- Excellent computer skills, including experience with Microsoft Office Suite
- Significant hands-on experience with industry-specific software
- Collaborative working style and team-player attitude
- Positive and encouraging personality
- Able to work independently with little supervision
- Highly motivated with a strong work ethic
- Reliable, trustworthy, and committed to the team’s success
- Outstanding organizational skills and ability to prioritize tasks
- Able to thrive in a high-volume, deadline-driven work environment
