Description
document control
cost management
change orders
financial reporting
subcontractor coordination
invoice processing
We are seeking a detail-oriented Project Assistant to support our project teams in delivering exceptional results. This role is critical in ensuring smooth project operations by providing administrative, logistical, and financial support while upholding Matukat’s commitment to excellence, integrity, and teamwork.
Document Control and Platform Management
Financial Reporting Support
- Maintain invoicing calendars and coordinate timely processing of all pay applications within project cycles.
- Flag discrepancies or concerns in job cost data and communicate findings to appropriate stakeholders.
- Upload, organize, and manage project documents using Autodesk Build and SharePoint.
- Coordinate with the Controller and Project Managers to prepare accurate project-level financial snapshots.
- Maintain project documents, including contracts, insurance certificates, submittals, RFIs, meeting minutes, and change orders.
- Maintain compliance logs for subcontractor insurance, licensing, W-9s, lien releases, and contract status.
- Verify that all required backup is submitted prior to payment approval.
- Align labor hours with cost codes for accurate internal reporting.
- Draft and maintain internal and external change orders.
- Coordinate integration of owner-approved change orders with subcontractor contracts or POs, avoiding duplicate entries in the budget.
- Assist in WIP preparation and cost-to-complete reviews.
- Proactively identify inefficiencies and offer process improvement suggestions.
- Order blueprints, project signage, and field consumables to keep jobsites stocked and prepared.
- Assist Project Managers, Engineers, and Superintendents with daily administrative and logistical tasks.
- Track subcontractor compliance and proactively request missing documentation.
- Balance support for multiple active projects and communicate any bandwidth issues early.
- Ensure all project folders are consistent, current, and clearly labeled.
- Enter and code subcontractor pay applications, supplier invoices, credit card receipts, and internal labor charges into cost management systems.
- Schedule meetings, prepare agendas, and distribute accurate meeting notes.
- Support labor tracking by verifying field staff timesheet submissions and coordinating corrections as needed.
- Coordinate contract execution, purchase orders, and onboarding documentation for vendors and subcontractors.
- Foster a collaborative, professional, and accountable working environment.
- Maintain version control on drawings, specs, RFIs, submittals, and meeting records.
- Serve as the point of contact for subcontractors and suppliers regarding invoice deadlines, lien release submissions, and required documentation.
- Track purchase orders and contracts for active projects to ensure proper documentation and approvals.
- Assist in preparing monthly draw documentation, including lien waivers and invoice backup, for owner billing packages.
- Bridges the gap between projects and accounting.
- Update change order logs and track associated T&M tags or backup.
- Ensure alignment between actual costs, committed values, and budget allocations.
Requirements
autodesk build
sharepoint
microsoft office
bachelor’s
organizational
attention to detail
Timesheets and Labor Tracking (As Required)
Invoicing and Vendor Communication
The Project Assistant plays a vital role in supporting Project Managers, Engineers, and Superintendents in the successful execution of commercial construction projects. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities. The Project Assistant will handle administrative tasks, document control, financial tracking, and vendor communication to ensure projects run efficiently and effectively.
- Proven experience in administrative or project support roles, preferably in construction or a related industry.
- Ability to work collaboratively in a fast-paced environment.
- Proficiency in project management software (e.g., Autodesk Build, SharePoint) and Microsoft Office Suite.
- Bachelor’s degree in Construction Management, Business Administration, or related field (or equivalent experience).
- Strong organizational, communication, and multitasking skills.
- Attention to detail and commitment to accuracy.
Benefits
Salary Range: $60,000–$80,000
- Paid Time Off (PTO) and paid holidays
- 401(k) Retirement Plan with company match
- Health Insurance coverage options
- Opportunities for Growth: We are committed to your professional development and provide pathways for advancement within the company.
- A Culture of Care: We foster a supportive and inclusive environment where your well-being and professional growth are top priorities.
Training + Development
Information not given or found
