Project Manager Assistant

3 weeks ago

Victoria, Canada ServiceMaster Restore of Victoria Full time

Reporting to the General Manager, the Project Manager Assistant (PMA) will assist the Project Manager (PM) in planning and directing activities of restoration projects to ensure goals are accomplished within a prescribed time frame.

**DUTIES & RESPONSIBILITIES**
The following is a list of the essential duties and responsibilities of this job. The tasks and the time spent performing each task may vary as business needs require. ServiceMaster Restore maintains the right to modify job duties and responsibilities at its discretion.

**Scheduling**
- Complete projects or assignments assigned while ensuring customer satisfaction through a timely restoration process
- Coordinate the PM's schedule, construction/repair schedules, material schedules, and communicate updates to stakeholders
- Communicate with clients and vendors as necessary to advise of projects and/or schedules updates
- Scheduling meetings and site visits for the PM to homeowners, insurance adjusters, and trades vendors

**Communications**
- Communicate and coordinate project activities between the PM, internal staff, crew, sub-contractors and clients
- Notify the PM of new or cancelled claims indicating dates, timelines, and details of the any losses
- Receive and respond in a timely manner to any incoming calls

**Administration**
- Prepare requests for quotes, purchase orders, work orders, notices of commencement, supporting documentation for cost breakdown and other documents for jobs as needed
- Compile accurate job costing sheets for accounting purposes based off of estimates completed by the PM, costings sheets, and purchase orders
- Complete invoicing form in the required format and distribute in a timely manner
- Initiate and update client records, including, creating files for all quote claims, maintaining client files, and ensuring all documents are scanned and accounted for
- Document details of all other major occurrences in the scope of the project, including emergencies, structure scopes, estimates, letters to clients and adjusters, as per the PM's direction

**General**
- Maintain professional conduct and appearance in all client facing activities
- Establish positive rapport with clients when possible
- Provide an exceptional level of service that exceeds the expectation of the client
- Conduct all work in accordance with company safety policies
- Adherence to all company workplace policies
- Perform other duties as may be required

**QUALIFICATIONS**
To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with the Manager and/or Franchise Owner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

**Characteristic and Ability Requirements**
- Ability to coordinate effectively with the PM and stakeholders involved in projects
- Effective communication skills both written and verbal
- Ability to engage clients and deliver excellent service
- Thorough decision making skills
- Highly organized, strong attention to detail and ability to multi-task
- Demonstrated sound work ethics
- Proven ability to build and maintain strong working relationships
- Flexible, adaptable and able to work effectively in a variety of settings
- Operates with honestly and integrity with a genuine desire to make valuable contributions to the team
- Works well independently and in a team environment

**Educational Requirements**
Education Required: High School Diploma

Other Education/Certification/Training preferred: n/a

**Work Experience Requirements**
Work experience required: Minimum of one (1) years of experience in a project support or related role. Experience in construction and/or restoration is preferred.

Job related experience required: n/a

**Technical Requirements**
Equipment: Office Equipment (copiers, scanners, printers, faxes, etc.)

Software: Knowledge and experience of MS Outlook, MS Word, MS Excel, MS Access

Other: n/a

**Competencies**
- Accountability - sets standards of performance for self; assumes responsibility and accountability for successfully completing tasks; encourages others to take responsibility.
- Adaptability treats new situations or changes as an opportunity for growth; focuses on the benefits of change; speaks positively about the change; modifies behaviour effectively and tries new approach without resistance.
- Builds Trust and Respect treats people with dignity, respect, and fairness; listens to others and considers opinions and ideas; shares thoughts, feelings, and rationale for decisions made, operates with integrity.
- Customer Focus effectively meets the needs of our customers; both internal

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