Project Manager

Position Overview

The Assistant Project Manager provides administrative and operational support to the Special Projects team throughout the full lifecycle of construction projects, from inception through closeout. This role is responsible for project documentation, coordination, scheduling support, billing processes, and communication between field and office teams to ensure projects are executed efficiently, accurately, and in compliance with contractual requirements.

Primary Responsibilities

· Project Documentation & Recordkeeping: Maintain accurate and organized project files, including daily reports, addendums, RFIs (Requests for Information), ASIs (Architect Supplemental Instructions), submittals, and closeout documentation.

· Project Coordination: Support coordination between field operations and office staff to ensure timely material ordering, tracking, delivery, rental equipment scheduling, onsite storage, and travel arrangements.

· Billing & Payroll Support: Process monthly billings and pay applications for mechanical contracts and complete weekly certified payroll submissions to contractors as required.

· Data Management: Maintain current and accurate project data to support project tracking, reporting, and decision-making.

· Vendor & Contractor Relations: Assist in managing relationships with contractors, subcontractors, and vendors to support project needs and timelines.

· Administrative Support: Provide day-to-day administrative support to the project team, ensuring workflows remain organized and efficient.

· Communication: Serve as a point of contact for internal and external project-related communication, ensuring information is shared accurately and professionally.

· General Support: Perform additional project-related duties as assigned to support department operations and project success.

Key Competencies

· Strong organizational and planning skills

· Critical thinking and problem-solving ability

· Clear written and verbal communication

· Team-oriented mindset with a strong work ethic

· Business acumen and attention to detail

· Ability to manage multiple priorities effectively

Qualifications

· Experience: Minimum of 2 years of experience in office administration or project support

· Education: High school diploma required; bachelor’s degree preferred

· Licenses: Valid driver’s license with a clean driving record required

· Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook); Proficiency in electronic file management and cloud-based storage systems

· Communication: Ability to read, write, and communicate clearly in English with individuals at all organizational levels

· Professional Skills: Strong judgment, ethical conduct, customer service orientation, and ability to work collaboratively

Working Conditions

· Hours: Monday through Friday 8:00 AM – 5:00 PM with overtime or adjusted schedules based on workload.

· Environment: Office-based role with regular interaction between field and office operations

· Physical Demands: Frequent standing, walking, bending, reaching, sitting, kneeling, and use of manual dexterity; occasional lifting of objects over 10 pounds and carrying items up to 20 pounds; periodic pushing or pulling of carts; extended computer and keyboard use; occasional exposure to loud noise; and regular use of vision, including color recognition.