Project Manager Assistant

Position Overview

The Project Manager Assistant provides administrative back office support to theProject Manager bycoordinating administrative projectactivities related to any and all projects.

The position’s main duties are toensure the continuity and efficiency of each project from start to finishthrough clear communication to all parties involved.

The Project ManagerAssistant handles multiple projects within a fast-paced environment and is opento constant changes and challenges.

The ideal candidate will be highlyorganized and able to manage multiple projects at once in the absence ofday-to-day guidance.

Job Duties

• Effectivelycommunicate with property owners / managers / tenants, subcontractors and insuranceadjusters
• Assists Project Manager with the successful full cycleof assigned projects; from initiation to completion, including receipt of payment ifnecessary
• Ensures all project documentation is accurate anduploaded into internal and external claimssystems
• Assists project with customer communication andinteractions
• Ensure work authorization, completion certificates andall other required documents are obtained fromclient
• Ensure work order tasks and purchase orders arecompleted and uploaded in a timely manner
• Invoicing is completed accurately in line with clientprotocols
• Support outstandingreceivables
• ActsasaliaisonbetweenthecustomerandProjectManagertoensureprojectsuccess
• Address questions / concerns throughout theproject
• PerformtasksrequiredbytheProjectManagerinsupportofprojectneeds
• Be aware of all aspects of the scopes of work soproper assistance to the Project Manager can beprovided
• Responsibletotrackprojectchangesandproducesupdatedschedules
• Reviewprojectinformationandcompileschedulesinatimelymanner
• Tracks the progress of all new and ongoing projects and maintainsup-to-date notes
• Coordinatemitigation / restorationworkwithin-housestaffandsub-trades
• Prepare and / or edit internal scopes of work,estimates, budgets, letters, faxes, memos and emails
• Fileallprojectdocumentsappropriately(hardandsoftcopies)
• Organize,compileandsubmitsupportdocumentationoncompletionofproject
• SubmitanyrequiredinformationtotheclientasdirectedbytheProjectManager
• Report to the Project Manager for allissues
• BecapableofshorttermcoveragefortheprojectintheeventofProjectManagervacations or absences
• Assist with reception relief asneeded
• Provide excellent customerservice
• Work under time constraintsto meet specifictimelines
• Ensure attention to detail and keen sense ofsafeguarding other people’s property and information
• Participates in and demonstrates anunderstanding of safety principles and practices; follows all safety policiesand procedures to support a safe working environment, including safe operationof machines andequipment
• Complywithall BELFOR policiesandprocedures,aswellaslegislativerequirements
• Proactively communicate job site conditions andconcerns that may or are affecting completion of the job to the appropriate person
• Attend all BELFOR sponsored trainingcourses

Qualifications

• Post-secondaryadministration courses / certification
• 1+ year prior restorationexperience, insurance and / orconstruction coordination
• Knowledge of Xactimate and / or XactAnalysis,preferred
• Manage sensitive information appropriately andmaintain confidentiality
• Strong aptitude to work withindeadlines
• Integrity,honestyandresponsibilitywithadesiretocontributetoateam
• Highly organized with attention todetails
• Comprehensive understanding of customer service, principlesand practices
• Eligibletooperateamotorvehicleper BELFOR ’svehiclepolicy
• Abilitytoworkwithinateamorindependentlyasneeded
• Strong written and verbal communicationskills
• Proven ability to multi-taskin a fast pacedenvironment
• Intermediate computer and / or tablet / iPad experiencewith Microsoft Office programs such as Excel, Word
• and GoogleSuite
• Willingtoworkevenings,oncallandweekendswhenrequested
• Periodic travel may berequired
• Criminal RecordCheck

Physical Demands

• Frequent lifting from 5-40lbs, unassisted (from 35-65% of thetime)
• Occasional lifting from 41 lbs +, assisted(up to 50% of thetime)
• Access and mobility in tightspaces
• Sustained periods ofstanding, sitting, walking, bending,and kneeling
28 days ago