CONSTRUCTION Document management
Organizing, Maintaining, and Digitizing Project Documents
Establishing clear, structured filing systems to ensure all project documents are well-organized and accessible. Digitizing paper records for long-term storage, improving searchability, and enabling remote access for project teams. Consistently maintaining document accuracy and version control to prevent errors and delays.
Preparing and Distributing RFIs, Submittals, and Other Standard Forms
Drafting and meticulously formatting Requests for Information (RFIs), submittals, transmittals, change orders, and other construction-related documents. Ensuring all forms meet client and regulatory standards while adhering to project timelines. Coordinating with stakeholders to gather the required information for precise and comprehensive documentation.
Managing Digital Filing Systems and Ensuring Easy Access to Documents
Utilizing advanced software tools to create efficient, well-organized digital filing systems. Implementing logical folder structures, tagging, and metadata for easy document retrieval. Regularly auditing systems to ensure compliance with company policies and project-specific requirements.
Maintaining and Updating Safety Training Records, Daily Logs, and Incident Reports
Accurately tracking employee safety certifications, training renewals, and compliance records. Ensuring daily logs are thorough and correctly formatted to document on-site activities, weather conditions, and progress updates. Promptly recording and filing incident reports to support transparency and compliance with safety standards.
Scheduling and Coordination Assistance
Managing Project Calendars, Meeting Schedules, and Deadlines
Developing and maintaining detailed project calendars to track key milestones, deliverables, and deadlines. Ensuring that meetings, site visits, and other important events are accurately scheduled and aligned with project timelines. Proactively monitoring progress to identify potential scheduling conflicts and adjust plans as needed to avoid delays.
Coordinating Site Visits, and Deliveries with Subcontractors or Vendors
Acting as the central point of contact for subcontractors, vendors, and suppliers to organize appointments and on-site activities. Confirming schedules, providing directions or access instructions, and ensuring all stakeholders are informed of any changes. Monitoring delivery schedules to confirm materials arrive on time and resolving logistical issues promptly to keep the project on track.
Sending Reminders for Key Tasks and Deadlines
Establishing automated or manual reminder systems to notify team members of upcoming deadlines, required approvals, or scheduled activities. Following up with stakeholders to ensure tasks are completed on time, helping to maintain accountability and prevent project delays.
Providing Support for Time-Sensitive Deliverables
Prioritizing urgent tasks and collaborating with the team to meet tight deadlines for client submissions, inspections, or deliverables. Implementing strategies to manage high-pressure situations effectively.
Communication Support and Email Management
Drafting and Managing Email Correspondence with Clients, Subcontractors, and Suppliers
Composing professional, clear, and well-organized emails to communicate project updates, requests, and decisions. Ensuring that all correspondence reflects a consistent and professional tone while addressing the specific needs of the recipient. Managing follow-ups to ensure timely responses and tracking communication threads to maintain accurate records of project-related discussions and agreements.
Acting as the Initial Point of Contact for Inquiries and Directing Them Appropriately
Greeting clients, subcontractors, and suppliers with a friendly and professional demeanor, whether via email, phone, or in-person interactions. Assessing the nature of inquiries to determine the most appropriate course of action and directing them to the relevant team members. Ensuring that all stakeholders feel valued and supported through prompt and efficient responses.
Preparing and Distributing Meeting Minutes and Follow-Up Communications
Taking thorough notes during meetings to capture key points, decisions, and assigned action items. Formatting meeting minutes in a clear and organized manner for easy reference by all attendees. Sending out minutes promptly, along with follow-up communications that summarize next steps, deadlines, and responsibilities to maintain alignment and accountability across the team.
Financial Assistance
Data Entry for Invoices and Purchase Orders
Accurately entering invoice and purchase order details into accounting or project management systems, ensuring all data is complete and error-free. Verifying information such as vendor details, amounts, and payment terms to maintain consistency and reliability in records. Organizing and categorizing entries for easy retrieval during audits or reconciliations.
Organizing and Tracking Receipts and Expense Reports
Collecting and categorizing receipts and expense documentation for project and operational expenses. Creating and maintaining organized records for easy tracking and reporting. Reviewing expense reports for accuracy, completeness, and compliance with company policies before submission or approval.
Assisting with Basic Accounts Payable/Receivable Tracking
Supporting the monitoring of accounts payable and receivable by updating payment schedules, tracking outstanding invoices, and reconciling discrepancies. Ensuring timely follow-ups on overdue payments or pending approvals to keep cash flow on track. Collaborating with accounting teams to prepare basic financial reports or summaries for management review.
Bidding Assistance
Formatting and Preparing Bid Documents for Submission
Ensuring bid documents are professionally formatted, consistent, and complete, adhering to client or project-specific requirements. Organizing all necessary information, such as project specifications, qualifications, and pricing details, into a cohesive and polished package. Double-checking submissions for accuracy and compliance with guidelines before delivery, whether electronically or in hard copy.
Collecting, Organizing, and Summarizing Subcontractor Quotes
Requesting and following up on quotes from subcontractors and suppliers to gather competitive pricing for project bids. Reviewing received quotes for accuracy, completeness, and alignment with project requirements. Creating clear, concise summaries of quotes to facilitate decision-making by project managers or estimators.
Assisting with Maintaining Bid Deadline Calendars
Monitoring and updating calendars to track upcoming bid deadlines and submission requirements. Sending timely reminders to team members about key milestones, such as gathering subcontractor information, completing cost estimates, and finalizing documents. Coordinating efforts to ensure all bid-related tasks are completed on time to meet submission deadlines without last-minute delays.
Construction Software Support
Managing and Updating Data in Construction Management Software (e.g., Procore, Buildertrend)
Ensuring project data, including schedules, budgets, RFIs, submittals, and change orders, is accurately entered and regularly updated within construction management software. Organizing and categorizing information to maintain a structured and easily navigable system. Monitoring system updates to ensure data integrity and resolving any discrepancies promptly to support effective project tracking and reporting.
Assisting Team Members with Navigating and Using Digital Platforms
Providing guidance and training to team members on how to efficiently use digital tools and platforms for their daily tasks. Troubleshooting user issues, answering questions, and offering tips to maximize productivity and confidence in using software. Acting as a resource for implementing best practices in digital project management and data handling.
Setting Up Templates and Workflows for Efficiency
Designing and configuring templates for commonly used documents such as RFIs, submittals, transmittals, and reports to save time and maintain consistency. Streamlining workflows within digital platforms by customizing settings and automating repetitive tasks where possible. Collaborating with team members to identify areas for improvement and implementing solutions to enhance operational efficiency.