Administrative

Job Description: Project Management Team Assistant (Contract – 3 Months)

Position Title: Project Management Team Assistant

Department: Project Management

Supervisor: Director of Project Management or Senior Project Manager

Contract Length: 3 Months

Position Purpose

The Project Management Team Assistant will provide short-term project support to the Project Management Group by maintaining documentation, assisting with administrative coordination, and ensuring smooth communication between project stakeholders. This role will support overall productivity, profitability, safety, and quality while upholding the company’s values and customer focus.

Key Responsibilities

• Assist project managers in locating reference data for completed projects.
• Maintain and distribute minutes of pre- and post-construction meetings to appropriate parties.
• Track and manage submittals, distribute plans and specifications, monitor submittal status, and receive O&M information from vendors.
• Maintain electronic copies of submittals, O&Ms, and construction documents on local drives and Procore; upload updates as received from GC/CM/PM.
• Prepare and update valve charts as required per project.
• Assist in preparing Operation & Maintenance Manuals electronically (and in hard copy if required).
• Coordinate timely distribution of project information to PMs, superintendents, subcontractors, and other relevant parties.
• Make copies of project documents and perform additional administrative duties as needed.
• Support compliance with company safety policies and guidelines.

Qualifications & Requirements

• High school diploma or equivalent required.
• Valid driver’s license and ability to meet company driver qualification standards.
• Working knowledge of construction and Procore software preferred (training will be provided if necessary).
• Strong communication and teamwork skills; ability to interact effectively with diverse stakeholders.
• Highly self-motivated with strong organizational skills and ability to work independently.
• Proactive in maintaining task schedules and following up on pending items.
• Ability to lift up to 20 pounds occasionally; otherwise, standard office physical requirements.

Core Values Alignment

• Safety: Work injury-free every day.
• Quality: Provide excellent craftsmanship in all deliverables.
• Customer Focus: Passionately serve customers with responsiveness and professionalism.
• Productivity: Execute work efficiently to meet deadlines.
• Profitability: Support the growth and success of the business through effective project assistance.