Project Manager Assistant

Overview

The Project Manager Assistant provides comprehensive administrative, coordination, and operational support to the Project Management team. This role plays a critical part in supporting successful project execution by assisting with project setup, documentation, scheduling, billing coordination, recruiting support, and ongoing project tracking. The Project Manager Assistant works closely with Project Directors, Project Managers, Finance & Administration, and other internal stakeholders to ensure projects are organized, compliant, and progressing efficiently.

• Support Project Managers by proactively managing assigned administrative and coordination tasks.
• Perform project start-up activities, including scheduling kickoff meetings, creating electronic and physical project folders, preparing and distributing project introduction letters, and confirming project-specific billing, contact, and shipping information.
• Prepare project-specific submittal packages, including product documentation, testing reports, color samples, approval materials, and other required items for Project Manager review.
• Assist with project documentation management, including highlighting drawings, scanning/printing plans, filing notices to owner, creating transmittals, managing LEED documentation, and maintaining internal databases.
• Monitor and maintain accurate project schedules, milestones, and release dates within the company intranet and tracking systems.
• Assist with change order tracking by monitoring pending change orders, confirming required approvals, and ensuring accepted change orders are properly entered for financial processing.
• Support project closeout activities, including preparing closeout documentation, completing closeout checklists, and coordinating final project records.
• Assist the Finance & Administration team with monthly billings, certificate of insurance requests, bonding-related tasks, and other project-related financial coordination as needed.
• Maintain and update internal spreadsheets and trackers, including job balance reports, major material tracking, milestone trackers, and closed project logs.
• Support recruiting and staffing efforts by coordinating with recruiting services, scheduling interviews, attending career fairs or recruiting events, monitoring applications, and assisting with candidate pipeline development.
• Serve as a departmental liaison by supporting onboarding activities, maintaining personnel trackers, and assisting with internal communications and morale-related initiatives.
• Draft departmental notices, customer correspondence (including notice-to-customer letters), and internal communications as assigned.
• Perform additional administrative, research, data entry, or special projects as assigned by Senior Management.

• Background or experience in architecture, engineering, construction, or related industries preferred.
• Experience with exterior cladding systems or building products preferred.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple tasks with varying priorities in a fast-paced environment.
• Strong written and verbal communication skills; ability to interact professionally with customers, internal teams, and senior leadership.
• Proactive, self-motivated, and able to take ownership of responsibilities.
• High level of discretion and ability to maintain strict confidentiality.
• Proficiency in Microsoft Office and ability to learn internal project management and time tracking systems.
• Working knowledge of ASTA (or ability to learn and develop proficiency) preferred.