Project Manager Assistant

This position provides support to the Project Management team by assisting with various administrative, organizational, and logistical tasks to ensure successful completion of projects. This role typically involves communication, documentation, scheduling, and coordination, helping to streamline project operations.

Responsibilities:

Project Coordination:

oAssist in the planning, execution, and closing of projects.

oTrack project progress and communicate updates to the Project Manager.

oPrepare warranty letters.

oHelp with pulling permits and arranging inspections.

oProduce panel and cable labels.

oProject manager directed activities as delegated.

Documentation Management:

oMaintain and update project files, schedules, and reports.

oMaintain all work orders, change orders, submittal and document control logs.

oPrepare and review project documents in accordance with project specifications including submittals, RFl's, Owner and Maintenance manuals.

oPurchase order and material documentation management.

oAssist with project proposals and other documents as required.

Communication and Liaison:

oServe as a point of contact between the Project Manager, team members, stakeholders, and clients.

oAssist in soliciting quotes from suppliers and subcontractors.

oHelp with internal and external communication to ensure project objectives are met.

oCoordinate meetings and manage project-related communications.

Resource and Budget Management:

oAssist with tracking project budgets, expenses, and resource allocation.

oHelp ensure the project stays within budget and timelines.

oMonitor resource utilization and identify potential project resource gaps.

Risk Management:

oAssist in identifying potential project risks and assist with developing mitigation strategies.

oMonitor risk logs and provide support in addressing any issues that arise.

Quality Assurance:

oHelp ensure that the project adheres to quality standards and meets stakeholder expectations.

oAssist in preparing for audits and reviews, ensuring that project processes comply with organizational requirements.

Administrative Support:

oProvide general administrative assistance to the Project Managers and the team.

oCoordinate travel, meetings, and other logistical arrangements as needed.

oManage the project calendar and track project timelines and deadlines.

oComplete other assigned work when needed.

Reporting and Analysis:

oAssist with preparing reports to track project progress, issues, and performance metrics.

oCompile data from various team members to assist with reporting and performance evaluations.

• Educational Background: A degree in Business Administration, Project Management, or related field is preferred.
• Experience: Prior experience in project coordination or administrative support is desirable in a construction-related role. It can be a combination of training, education, and relevant work experience that is equivalent.
• Communication Skills: Strong verbal and written communication skills for interaction with project managers, co-workers, vendors, and others.
• Organizational Skills: Ability to manage multiple tasks simultaneously, prioritize responsibilities, and meet deadlines.
• Attention to Detail: Ability to manage and track complex project details.
• Problem-Solving: Ability to identify issues and suggest solutions to keep projects on track.
• Tech Skills: Strong computer skills including Microsoft Office (Excel, Word, Outlook) Dropbox and Sage would be helpful.
• A positive and collaborative attitude is required. The willingness to learn new skills and technologies. Be a self-starter and problem solver.

Working Conditions:

•Full-time position, typically in an office environment, with occasional travel or remote work depending on the nature of the project.

•May require additional hours during critical phases of the project or when deadlines are approaching.