Project Support Specialist - Indianapolis, IN Job at Shook Construction in India

Project Support Specialist - Indianapolis, IN

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Job Purpose

Responsible for supporting the project teams, Regional Managers and/or Directors of Operations, and the Director of Project Solutions for managing, maintaining, and tracking project flow within the team. The Project Support Specialist is an integral part of the project team responsible for the facilitation of construction projects.

Responsibilities

• Follow standard operating procedures (SOPs), project controls, and procedures and processes for the project team.
• Support regular company social events to foster culture and team building.
• Acquire information for new vendors/subcontractors/suppliers in a timely manner to maintain project schedules, while maintaining a Project Directory within Viewpoint and Autodesk Build.
• Issue and track Subcontracts/Purchase Orders compliant with Shook’s SOPs.
• Submit and track all permits.
• Work closely with the project team to assemble and collect all Closeout Documents.
• Coordinate and maintain job‑specific resources such as jobsite trailer supplies and plans.
• Manage organized working files within Autodesk Build.
• Assist with administrative responsibilities within the local office.
• Organize and maintain project files and databases.
• Assist with jobsite utilities and accounts.
• Other project team responsibilities or duties as assigned by the supervisor.
• Assist with the Pay application process.
• Facilitate certified payroll, and project‑specific state and federal compliance.
• Facilitate Risk Management Plans for subcontractors and vendors.
• Maintain and record Notice of Furnishings and sub‑tier listings.
• Track and maintain Lien Waivers.
• Secure and maintain compliance items.
• Assist with monthly reports distributed to clients and partners.
• Assist with GC Pay.
• Use the OAKS system for projects that require this platform.
• Assist with pre‑task plans and safety plans from vendors.
• Assist with Buy American/ASI documentation.
• Manage, prioritize, and communicate resources and workflow across the project team.
• Ensure project‑specific process adherence across company operations.
• Assist in covering responsibilities across Project Support Specialists and the project teams.
• Prioritize and coordinate multiple projects to meet deadlines.
• Answer the phone.
• Welcome visitors by greeting them in person or on the telephone; answer or refer to inquiries.
• Maintain organization and appearance of the reception area, conference rooms, and kitchen.
• Purchase and/or maintain office supplies as requested, and complete inventory as needed.
• Ensure soft drinks, water, coffee, and paper supplies are in stock.
• Coordinate the pick‑up and delivery of express mail services (FedEx, UPS, etc.).
• Arrange travel.
• Order flowers.
• Prepare meetings and schedule conference rooms, including ordering lunches for meetings.
• Assist with clerical duties such as photocopying, faxing, filing, and collating.
• Coordinate living arrangements for field staff.
• Plan office parties.
• Set up and break down holiday decorations.
• Deposit recycling containers.

Reporting Relationships

• The position reports directly to the Project Support Manager.
• The position reports indirectly to the Project management teams (i.e., RM and DO, PM, Superintendent, PE).
• Directly reporting to this position are: N/A.

Competencies

• Strong problem‑solving abilities with sound judgment in a high‑pressure, dynamic environment.
• Strong interpersonal skills.
• Results‑oriented to ensure accurate, complete, timely service delivery.
• Positive attitude and high morale.
• Multitasks and prioritizes work effectively.
• Seeks help when efficiency is impacted.
• Over‑communicates with the project team.
• Communicates well and builds positive relationships with colleagues.
• Excellent computer, organization, analytical, attention‑to‑detail, multitasking, and time‑management skills.
• Knowledge and experience in project set‑up, project info, project cost, building start‑up, and administrative closeout processes.
• Proficient in Microsoft Office Suite, Autodesk Build, DocuSign, Vista, and Bluebeam.
• Familiarity with permitting systems.
• Passionate about learning and applying new technologies and innovative solutions.
• Notary Public (within 30 days).
• Strong personal integrity with the highest ethical standards.

Qualifications

Education and Experience

• High School Diploma; associate’s degree in construction management or business administration preferred.
• 2+ years of experience in a construction‑related industry, or have progressed through Shook’s career path to this role.
• Previous office experience is required.
• Strong organizational skills, detail orientation, and multitasking capabilities are required.
• A valid Driver's License is required.
• Construction‑related experience, certifications, and training are highly desirable.

Language Skills

• Read and comprehend instructions, short correspondence, and memos; write simple correspondence; present information in one‑on‑one and small group settings.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure; compute rate, ratio, percent; draw and interpret graphs.

Reasoning Ability

• Solve practical problems and deal with variable situations; interpret written, oral, diagram, or schedule instructions.

Computer Skills

• Technically proficient in Microsoft Office and Outlook, Shook ERP systems (Viewpoint and Paperless), and Autodesk Build; OAKS, GC Pay, and Paycom are pluses.

Certificates, Licenses and Registrations

• Valid driver’s license.
• Notary Public certification required.

Physical Demands

• Occasionally stand, walk, sit, reach, climb, balance; able to talk, hear, taste, smell, and use hands. May occasionally lift up to 10 lbs.

Work Environment

• Noise level is usually quiet.

Seniority Level

• Entry level

Employment Type

• Full‑time

Job Function

• Other
• Construction

Compensation: $65,000.00 – $80,000.00 (Greater Indianapolis), posted 2 weeks ago.