Consider a career with Hammes if you are interested in being a part of a dynamic and entrepreneurial environment! We have been recognized as one of the Best Places to Work in Healthcare by Modern Healthcare and one of the Best Places to Work in Money Management by Pensions & Investments.
Founded in 1991, Hammes is a vertically integrated real estate solutions platform. Our capabilities include real estate strategy and planning, project management, development, investment and property management for healthcare clients and other leading institutions. Hammes is consistently ranked as one of the nation's top healthcare developers by both Modern Healthcare's Construction & Design Survey and Revista's Outpatient Healthcare Real Estate Development Report.
Position Summary
The Project Support Specialist is responsible for supporting the project executive in the delivery of capital projects and consulting. This position requires a high level of organization and discretion, attention to detail and ability to handle a fast-paced environment. The position duties include but are not limited to managing all project financial and budget commitment and invoice processing including reviewing these documents and processing them through our client's financial systems.
The position requires a great deal of interface with a variety of external project team members and clients. Duties also include ensuring that all project commitments and expenses are tracked accurately in eBuilder (budget management system) and that eBuilder records are consistent with the client's financial reporting system.
The incumbent must have good communication skills, both written and oral and the ability to work effectively with a variety of client leaders and staff as well as with project vendors, consultants and contractors. The incumbent must be a self-starter and possess the ability to work under pressure and handle a wide variety of activities and confidential matters with discretion.
Principal Duties and Responsibilities
This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities, as management may deem necessary from time to time.
Assists project team with the implementation and utilization of eBuilder. This includes data work within cost management, report production, and quality control within eBuilder. Specifically:
Work with the Project Executive(s) to receive and review all project cost quotes / proposals.
Work with the Project Executive(s) to receive and review all project invoices.
Work with the Project Executive(s) to maintain cash flow.
Monthly reconciliations of eBuilder to client's reports to ensure there are no discrepancies.
Entry of commitments and invoices to facilitate creation of project budgets and dashboard reports.
Maintain regular communication with the client's procurement & accounts payable teams to ensure that the project is meeting the administrative needs of the client.
Assists project team with managing monthly pay application process. Specifically:
Review all construction pay applications.
Maintain all appropriate logs associated with pay application process.
Assists the project team with ensuring that all contractual insurance required by the client is in place. Specifically:
Ensure that certificates of insurance are on file and current for all contracts that the owner holds directly. As insurance terms near their expiration, follow up with the appropriate vendor(s) to obtain new certificates of insurance.
Assists Project Executive with the preparation and dissemination of work plans and project documents, including procedures, proposals, progress reports and presentations.
Facilitate meetings, coordinate project resources, and disseminate meeting minutes and project information as required by Project Executive.
Monitors electronic and paper file systems to ensure they are maintained as required for project.
Ensures adherence with the Company's policies and procedure manuals including the Facility Development Project Manual.
Supports administrative team functions to include but not limited to, copying and collating manuals, providing assistance and document development and formatting.
Performs other duties as assigned.
Knowledge, Skills & Abilities
The requirements listed below are representative of the knowledge, skills, and abilities required to perform this job successfully.
High school diploma required; a bachelor's degree in a related discipline preferred or a minimum of 4 years of experience in office administration or accounting. Work experience in design, construction, architecture, and engineering firms a plus.
Must have strong organizational and communication skills with ability to handle a large volume of assignments.
Must be detailed oriented.
Bookkeeping experience with an aptitude for understanding the use of budgets, payables and receivables is preferred.
Strong oral and written communication skills with an ability to effectively communicate at all levels of management.
Commitment to excellence, personal integrity, and confidentiality.
Must be able to maintain a professional attitude.
Ability to multi-task, establish priorities and work independently.
Must be self-motivated and possess a proactive attitude.
Ability to work effectively with clients and other members of the project team.
Intermediate to advanced knowledge of Microsoft Office programs including (Power Point, Word, and Excel.
Working Conditions
Hours of work will generally be during regular business hours (8:00 am to 5:00 pm) and average 40 hours a week. Business and department needs may dictate a variation in work hours due to special projects, deadlines, and other concerns which may require longer hours/days. Due to the nature of the position, this position has regular contact with internal employees, and external clients, vendors, and customers. Therefore, this position must establish and maintain cooperative and effective working relationships with others and communicate in a professional and courteous manner.