Project Management Assistant

Role

Project Management Assistant supporting Project Managers with administrative, document control, and coordination tasks across project lifecycles. The role involves managing project filing systems, transmittals, RFIs, submittals, printing and distribution of construction documents, schedule and database maintenance, and serving as a communication point with internal and external stakeholders.

Key Responsibilities

• Assist Project Managers with day-to-day administrative tasks and project correspondence.
• Establish and maintain project filing systems and manage central project correspondence files.
• Prepare and process transmittals, envelopes, labels, contracts, forms, and other typing assignments.
• Coordinate printing, updating, and distribution of scope-of-work and construction documents (tracked and confidential).
• Manage bulletin and addendum assembly, title block consistency, and distribution of bid documents.
• Serve as a primary contact for construction document receipt and distribution; act as RFI Manager and Submittal Manager when applicable.
• Assist with permits, applications, and sealing/stamping drawings for approvals and submittals.
• Set up and maintain project schedules, spreadsheets, databases, and reports; take minutes as required.
• Administer document transfer procedures, prepare job files for archiving, and support mail and correspondence workflows.
• Provide backup support to Information and Specification Processing and assist in training new PM Assistants or team members.
• Use AI, ACC/Forma, accounting software, spreadsheets, and other digital technologies in daily work.
• Occasional travel to branch offices or customer sites; valid driver’s license required.

Requirements

• Associate degree or bachelor’s degree in a business-related field (or high school diploma plus a minimum of two years direct experience in data entry and computer systems).
• Experience in administrative and organizational tasks; strong verbal and written communication skills.
• Demonstrated attention to detail, organizational and planning ability, and ability to work in deadline-oriented environments.
• Preferred: demonstrated ability to utilize AI and automation tools to streamline processes and enhance productivity.

Compensation & Benefits

• Salary: $50,000 - $60,000 per year (depending on location, education, experience, and certifications).
• Eligibility for annual bonus program and profit-sharing.
• Employee ownership/purchase opportunities.
• Health, dental, and vision insurance; life insurance; 401(k) retirement savings plan with company matching.
• Professional development and training, generous PTO, and paid holidays.

Tools & Technology

• Use of AI Large Language Models and vibe-coding platforms for productivity and automation.
• ACC/Forma and accounting software; spreadsheets and databases for scheduling and recordkeeping.

Notes

• Occasional travel may be required. Position requires a valid driver’s license.