Project Assistant

About Bodwé Professional Services Group

Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We are architects, planners, consultants, designers, engineers, scientists, and federal contractors, committed to growing the economy and legacy of the Pokagon Band and supporting its more than 6,000 citizens. We enhance space and place in partnership with clients that span the country and business sectors, offering full-service architecture and engineering services as well as contract support services for federal agencies. We design and build, preserve and restore, mitigate and manage, serve and problem solve.

About Blue Star Integrative Studio

We are founded on belief in the power of place that comes from a long-term relationship between people and the land. We are a Tulsa-based, Tribally-owned, Indian Small Business Economic Enterprise (ISBEE) company, partnering with Indigenous, public, and private clients, holding high standards for ourselves as well as the people and the projects we engage.

Position Summary

As a Project Assistant you will provide administrative and project-related support to the firm. Areas of focus will be supporting leadership, project managers, and project teams. As a key member of the project team, you communicate effectively, are an expert at optimizing work processes, are action oriented, and instill trust through follow-through and professionalism. Through being resilient, technically proficient, and interpersonal savvy, the Project Assistant will professionally support our Buildings Services Branch to clients and colleagues, providing exceptional customer focus.

Accommodation Requests

We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact 269-927-0144 or careers@bodwegroup.com

Project Support

Essential Duties and Responsibilities

• Work with Vice President of Operations, Director of Construction Services, and Project Managers to ensure that all project data in Deltek is correct, including project number, budget, and schedule.
• Assist Project Managers in maintaining detailed records, ensuring efficiency of the project teams, and building exceptional client relationships.
• Manage client contact information and maintain project files.
• Prepare contracts using American Institute of Architect (AIA) software and consultant agreements.
• Prepare project specification/project manuals using RIB SpecLink software.
• Process, distribute, and track construction submittals and Requests for Information (RFIs).
• Track, organize, and file certificates of insurance, contracts, and modifications.
• Support Project Start Up and organize project team in a manner that supports camaraderie and timely submissions.
  
  

Office Support

• Manage day-to-day activities in the office. These activities will likely but are not limited to: ordering/organizing office supplies, taking notes, reconciling office receipts, scanning, filing, inputting/organizing hard copy and electronic data, email communication, and mailing list upkeep.
• Liaise with sister Companies with documents and file shares working remotely in the office. 
• Support activities of Managing Director or Project Managers such as, but not limited to, interfacing with Microsoft Office, Microsoft Teams, setting up new folders and projects, and overseeing document compliance. 
  
  

Business Development Support

• Research and present potential opportunities to the business development team that align with the vision, values, and capabilities of the Bodwé Building Services – Tulsa Studio. 
• Liaise with the business develop team to ensure that opportunities are brought forward and tracked in Zoho 
  
  

Quality

• Work in partnership with the President, Vice Presidents, Directors, Project Managers, and other team members to ensure that all project information is accurate and meets the quality requirements for assigned areas of responsibility before being communicated outside the office.
• Use software programs to prepare spreadsheets, create documents, maintain databases, and execute other applications.
• Create, compose, and review administrative correspondence and technical documents, thoroughly auditing and applying formatting, grammar, spelling, and punctuation to ensure company standards are being met.
• Assist the team as an accountability champion to ensure that all details and requirements are met.
  
  

Commitment To Client Service

• Foster a commitment to external and internal client service.
• Handle telephone, email, and personal contact with internal employees and external clients.
• Maintain extensive contact and communication with external clients in a highly professional manner.
• Serve as the meeting coordinator for client, team, and office meetings, including documentation and issuance of minutes.
  
  

Qualifications And Experience

Required Education and Degree: High School Diploma

Preferred Education and Degree: Associate or bachelor’s degree in business administration or a related field

Required Background And Experience

• Minimum of two years of relevant office experience.
• Previous experience in an architecture, engineering, construction, or related professional service firm.
• Excellent communicator, organizer, and engager.
• Ability to thrive in a fast-paced environment with changing demands and priorities.
• Takes Initiative and enjoys independent problem solving and working in the gray areas.
  
  

Preferred Certification

• Construction Specifications Institute (CSI) Construction Documents Technologist (CDT) - training will be provided if needed.
  
  

Required Technical Skills

• Proficiency in Office 365 which includes Word, Excel, PowerPoint, Outlook, and Teams.
• Experience in Microsoft Project and SharePoint, Deltek Vision, Procore, AIA Contracts, and Adobe InDesign.
  
  

Working Environment

When not working from a home office, remotely or onsite at a project location, most of this role is performed in a temperature-controlled office environment in Downtown Tulsa, OK. On occasion, there may be exposure to low amounts of noise in the office or technical machinery (e.g. computers, plotters, etc.) during its’ operation.

Additionally, this role may be required to attend site visits. During site visits, there may be exposure to a variety of environmental conditions such as being outdoors, being in indoor non-temperature-controlled environments, and maneuvering in and around various terrains and construction environments.

Physical Demands

• Sitting/Standing: This role is generally sedentary performing sitting work utilizing technological office equipment including a laptop, mouse, keyboard, computer monitors, telephones, and scanners, copiers, and fax machines.
• Walking: This role requires the ability to move about inside the office to access technological equipment required for the role.
• Stooping/Kneeling/Crouching/Crawling: This role may require stooping to reload printer trays with print paper.
• Using Hands/Fingers: This role constantly operates technological office equipment such as laptop, mouse, keyboard, computer monitors, telephones, and scanners, copiers, and fax machines.
• Talking/Hearing: This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information.
• Seeing: This role requires the ability to see, view, and distinguish all aspects of internal and external communications.
• Carrying/Lifting: This role requires the ability to lift up to 10lbs to transport technological office equipment to and from various workspaces.   
  
  

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Native American Hiring Preference

Our Parent Company, Mno-Bmadsen, Prefers To Hire Pokagon Citizens Who Are Qualified And Suitable For Available Positions. For Purposes Of This Section, “qualified” Means That The Applicant Meets The Technical And Experiential Background For Employment; And “suitable” Means That The Candidate Appears To Be The Best Fit Considering Present Circumstance And Conditions. Targeted Preference Is In The Following Order

• First, to qualified Pokagon Band citizens; and
• Second, to qualified spouses, and qualified custodial parents; and
• Third, to other qualified Native Americans; and
• Fourth, to all other qualified applicants
  
  

Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President.

Reporting Branch: Buildings Services Branch

Reporting Entity: Blue Star Integrative Studio

Fair Labor Standards Act Status: Exempt

Hours Per Week: 40

Reporting Status: Hybrid

Reporting Location: Tulsa, OK

Reports To: President

Manages Others: No

Overnight Travel: Less Than 10%