Assistant Project Manager

About Us

As a full-service commercial air conditioning company, Hill York provides design build solutions, new construction, system maintenance, service, repairs, energy solutions and installation for a wide range of heating, cooling and ventilation systems. Since designing and installing the first air conditioning systems in Miami Beach hotels after World War II, Hill York has played a key role in leading Florida facilities such as condos, offices and university buildings to new plateaus of indoor comfort and energy efficiency. We are a growing company with four locations in the State of Florida.

Hill York seeks talented performers and offers a challenging and rewarding work environment that emphasizes teamwork, results, and most importantly honesty and integrity. We value our employees and are committed to attracting highly skilled, talented individuals to join our strong, family-oriented workforce and to help us build on our success.

Job Summary

Hill York seeks an organized and detail-oriented Assistant Project Manager (APM) to support project execution through coordination of project documentation, tracking of deliverables, and follow-through on project requirements. Working closely with Project Managers, Project Engineers, field personnel, vendors, and customers, the APM maintains project records, supports document control processes, tracks action items, and assists with project administration activities including RFIs, submittals, billing support, change orders, scheduling, and closeout documentation. This role is designed to develop technical and project management knowledge while building a strong understanding of Hill York's processes and project workflow.

Essential Duties & Responsibilities

• Confirm project information is complete, usable, and properly organized; follow up on missing project setup items.
• Prepare, distribute, track, and maintain RFIs, submittals, and related project documentation.
• Maintain project logs, route documents, track deadlines, and ensure compliance with document control procedures.
• Upload, download, organize, and maintain current project records and documentation.
• Maintain current drawing and specification sets and ensure project teams are working from the latest revisions.
• Review assigned project details and communicate gaps, conflicts, or missing information to project leadership.
• Work with the Project Manager to compile billing backup documentation and support pay application preparation.
• Route approvals and track required forms, lien waivers, releases, and billing package completeness.
• Maintain change order logs, organize supporting documentation, track status, and assist in documenting potential scope changes.
• Track project deadlines, deliverables, required forms, follow-up dates, and action items.
• Support document flow to field personnel and assist with material tracking and issue follow-up.
• Provide administrative support to superintendents and foremen as needed.
• Schedule meetings, distribute agendas and minutes, maintain action logs, and track follow-up items.
• Take meeting minutes and support meeting preparation activities.
• Track closeout requirements including O&M manuals, warranties, as-builts, training documents, attic stock, spare parts, and closeout submission status.
• Support closeout documentation efforts and assist in resolving missing closeout items.
• Identify documentation gaps, missing information, and potential project issues and escalate concerns appropriately.
• Conduct periodic visits to project sites to support project coordination efforts, verify project information, and maintain communication with field personnel.
• Learn and apply Hill York project management processes, systems, and best practices.
• Perform other duties as assigned in support of project and departmental objectives.

Qualifications

• Associate's degree, bachelor's degree, or equivalent combination of education and relevant work experience preferred.
• Experience in construction administration, project coordination, HVAC, mechanical contracting, engineering support, or a related field preferred.
• Strong organizational, documentation, and follow-through skills.
• Excellent attention to detail and ability to manage multiple tasks and priorities.
• Proficiency in Microsoft Office applications including Excel, Word, Outlook, and Teams.
• Ability to learn project management, document control, and construction management software.
• Strong written and verbal communication skills.
• Ability to work effectively with project managers, engineers, field personnel, vendors, and customers.
• Ability to read and interpret construction documents, drawings, and specifications or willingness to learn.
• Self-motivated with strong time management and problem-solving skills.
• Demonstrated ability to identify issues, track action items, and follow assignments through to completion.
• Commitment to continuous learning and professional development within project management and construction operations.
• Valid driver's license, reliable transportation, and ability to travel regularly to construction sites and customer locations.
• Ability to work in both office and field environments, including walking active job sites and climbing stairs as needed.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process - it is probably fraudulent.