PH - Project Manager Assistant

Position Title: Project Management Administrative Assistant
Reports To: General Manager, Project Management Division

Position Overview:
The Project Management Administrative Assistant will be responsible for tracking all work performed for associations that have signed contracts with our client. This role involves working closely with Project Managers, employees, and occasionally interacting with association boards
and homeowners. Accuracy, thoroughness, and organization are key to success in this role. The primary responsibility is to invoice for all work that is contractually agreed upon with associations and track each project until the final invoice is submitted.

Primary Responsibilities:
Invoice Management:
o Ensure timely and accurate invoices for all contractually agreed work.
o Track the status of all projects from initiation to final invoice.
o Maintain master invoices, proposals, contracts, and project status records.
Tracking and Reporting:
o Maintain and update four key tracking spreadsheets (Master Invoices, Proposals & Contracts, PM-GCM Capture Rate, PM Project Status) on the Project Management drive. o Generate weekly reports on project statuses, wins, billed amounts, and contracts for L10 meetings and leadership scorecards.
o Ensure consistency across all tracking tools and update SharePoint weekly.
Proposal and Contract Management:
o Assist with the creation and management of new Project Management proposals.
o Ensure that all proposals and contracts are properly stored, tracked, and updated.
o Track pending proposals and signed contracts in the relevant spreadsheets, highlighting pending status and capturing relevant contract details.
Meeting Support:
o Schedule and conduct weekly Wednesday connect meetings with Project Managers to review project statuses, pending proposals, and commissions.
o Support preparation for L10 meetings, tracking scorecards, and leadership updates.
Invoice Payment Tracking:
o Check for paid invoices every Monday and before commission deadlines.
o Update records for paid invoices in AppFolio (soon to be Cinc) and spreadsheets.
o Ensure timely follow-up on overdue invoices with the relevant Project Managers and Property Managers.
Project Manager Commission Sheets:
o Maintain and update commission sheets for Project Managers based on paid invoices.
o Ensure commission sheets are accurate and sent to Project Managers by the 7th and 23rd of every month for review and approval.
Bid Comparisons:
o Create bid comparison tables upon request from Project Managers, using previous comparisons or templates for reference.

Key Tasks by Frequency:
Daily/Weekly:
o Invoice processing and tracking.
o Update Master Invoices, PM-GCM Capture Rate, and Project Status spreadsheets.
o Weekly updates for L10 scorecards and leadership tracking.
o Monitor invoice payment status and follow up on overdue payments.
Monthly/Bi-Monthly:
o Prepare and send commission sheets for Project Managers.
o Verify accuracy of forecasts and commissions before submission deadlines.

Skills and Qualifications:
Required:
o Strong organizational and communication skills.
o Proficiency in Microsoft Excel (spreadsheets, formulas, data tracking).
o Experience with SharePoint and project management software (AppFolio & Cinc experience is a plus).
o Ability to maintain accuracy in tracking and reporting complex data.

Preferred:
o Prior experience in administrative support within a project management or construction environment.
o Familiarity with construction project billing and contract management.

Work Environment:
This role primarily operates in an office environment with virtual collaboration with team members. Occasionally, communication with homeowners or board members may be required.