Description

The Project Support Specialist position is based in Indianapolis, IN, and is a full-time, day-shift role within the Admin-Clerical category. This role supports project teams, Regional Managers, Directors of Operations, and the Director of Project Solutions by managing, maintaining, and tracking project flow.

The specialist follows Shook’s standard operating procedures, project controls, and the operations manual to ensure compliance. Responsibilities include acquiring vendor and subcontractor information, issuing and tracking subcontracts and purchase orders, submitting permits, and assembling closeout documents. The role also coordinates job-specific resources such as trailer supplies and plans, and manages organized files within Autodesk Build.

Additional duties involve assisting with administrative tasks in the local office, maintaining project files and databases, supporting jobsite utilities and accounts, and facilitating the pay-application process, diversity tracking, and certified payroll. The specialist helps prepare risk-management plans, maintains notice of furnishings, tracks lien waivers, and ensures compliance items are secured. Monthly client and partner reports, GC Pay, OAKS system usage, pre-task and safety plans, and Buy American documentation are also managed.

Leadership and communication duties include managing, prioritizing, and communicating resources and workflow across the project team, ensuring adherence to project-specific processes, and covering responsibilities for other Project Support Specialists as needed. The specialist must prioritize and coordinate multiple projects to meet deadlines while maintaining consistency across operations.

• Support project teams, Regional Managers, Directors of Operations, and the Director of Project Solutions in managing project flow.
• Follow Shook’s SOPs, project controls, and operations manual to ensure compliance.
• Acquire and maintain vendor, subcontractor, and supplier information in Viewpoint and Autodesk Build.
• Issue and track subcontracts and purchase orders in accordance with SOPs.
• Submit and monitor all required permits.
• Assemble and collect closeout documents for projects.
• Coordinate job-site resources such as trailer supplies, plans, and utilities.
• Manage organized project files and databases within Autodesk Build.
• Provide administrative backup for the local office and assist with pay-application processing.
• Facilitate diversity tracking, certified payroll, and state/federal compliance.
• Develop and maintain risk-management plans for subcontractors and vendors.
• Track and maintain notice of furnishings, sub-tier listings, and lien waivers.
• Prepare and distribute monthly reports to clients and partners.
• Utilize OAKS system, pre-task safety plans, and Buy American/ASI documentation as required.
• Manage and prioritize workflow and resources across multiple projects to meet deadlines.
• Ensure adherence to project-specific processes across company operations.
• Communicate effectively and over-communicate with team members to achieve strategic objectives.

Requirements

The position reports directly to the Project Support Manager and interacts indirectly with regional managers, directors, project managers, superintendents, and engineers. Core competencies required are strong problem-solving, interpersonal skills, results-orientation, a positive attitude, multitasking, and effective over-communication with the team.

Candidates must have a high school diploma, with an associate’s degree in construction management or business administration preferred, and at least two years of construction-related experience. A valid driver’s license and Notary Public certification (within 30 days) are required; a valid driver’s license is mandatory.

Essential technical skills include proficiency with Microsoft Office, Autodesk Build, DocuSign, Vista, Bluebeam, and familiarity with permitting systems. Strong knowledge of project set-up, cost, start-up, and administrative close-out processes is needed, along with solid language, mathematical, reasoning, and computer abilities.

The role may require occasional standing, walking, climbing, and lifting up to 10 lb, as well as the ability to see, hear, and communicate effectively. The work environment is generally quiet.

• Hold a high school diploma; associate’s degree in construction management or business administration preferred.
• Possess at least 2 years of construction-related experience and prior office experience.
• Maintain a valid driver’s license and obtain Notary Public certification within 30 days.
• Demonstrate proficiency in Microsoft Office Suite, Autodesk Build, DocuSign, Vista, Bluebeam, and familiarity with permitting systems.
• Exhibit strong problem-solving, interpersonal, and multitasking abilities.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance