Project Assistant

Job Summary

MAREK is currently seeking a Project Assistant to join the team!

The Project Assistant provides administrative support to the project management team. Anywhere from clerical to compliance responsibilities including schedules of values and job cost accounting. This position will prepare, submit, and communicate with customers regarding invoices as well as maintain all job files and work with Project Managers to ensure that invoices are completed by respective deadlines.

Job Responsibilities

• Prepare, organize, and manage all project files, file correspondence, and other related records.
• Compile and prepare various reports, such as billing, pay applications, job cost and labor.
• Enter the original budget and any updates that occur during the course of the project.
• Price incoming work orders and invoice or prepare change order request.
• Create and maintain work order and change order logs.
• Create and submit customer invoices in a timely manner, along with answering customer questions or invoice issues.
• Communicate with project management team on change orders, work orders, labor and material tracking.
• Create, review, and track customer billing spreadsheets to manage account balances and discover any outstanding debts or other inconsistencies.
• Work with the Credit Department to ensure customer invoices are processed and paid in a timely manner.
• Work with Payroll Department and Foremen on issues that might occur due to missing or invalid phase codes.
• Review and track customer subcontract agreements and change orders.
• Review and understand contract terms, billing requirements, and retention provisions.
• Assist with OCIP (Owner Controlled Insurance Program) Enrollment and Submit Monthly OCIP report.
• Submit Certified Payroll when required.
• Knowledge of AIA G702 Application and Certificate for Payment and G703 Schedule of Values Continuation Sheet and Change Order Logs.
• Skilled in interpreting construction contracts, including billing schedules, lien waivers and retention clauses
• Monitor retention held and ensure timely release after project milestones.
• Ensure supporting documentation (e.g., lien waivers, certified payroll, backup) is attached as required.
• Submit compliance documents such as insurance certificates and OCIP/CCIP enrollments.
• Provide WIP (Work in Progress) reports.
• Prepare labor and/or job cost transfers as necessary.
• Assist fellow team members as needed.

Job Requirements

Education

• High School Diploma/GED.

Experience

• 2+ years of related accounting or billing experience.
• Strong knowledge of standard billing concepts, practices, and procedures.
• Able to prioritize and manage workflow of project billing with accuracy and speed.
• Demonstrated experience with excel formulas, calculations, and spreadsheet management.
• Proven customer service skills.
• Exposure to various accounting systems. (Oracle, JD Edwards, etc.)

Skills

• Knowledge of the construction industry is preferred.
• Excellent verbal and written communication skills.
• Ability to collaborate with all levels of management.
• Strong relationship building skills.
• Strong numerical and reasoning skills.
• Ability to meet deadlines and multi-task in a fast-paced environment.
• Proficiency with Microsoft Office products specifically Outlook, Word, and Excel.
• Professional attitude and reliable.

Physical Requirements and Work Environment

• Work environment is an office setting (Non-Smoking).
• Hours can be 7am to 4pm or 7:30am to 4:30pm, Monday to Friday.
• Ability to work overtime if job demands require.

Direct reports

This position has no supervisory responsibilities for direct reports.

*We are an Equal Opportunity Employer*