Assistant Construction Project Manager

Purpose Of The Position

The Assistant Construction Project Manager provides critical field coordination and administrative support for planning, design, and construction projects by assisting with site logistics, project execution, contract administration, stakeholder communication, and project closeout. This position ensures projects are delivered efficiently on campus, records are meticulously maintained, and all activities comply with university standards and state regulatory requirements.

Job no: 504203

Department: Facilities & Operations

Work type: Staff Full-time Exempt

Location: Alabama

Categories: Facilities and Environment

Project Management & Field Execution:

• Support project managers with a wide variety of renovation and facility renewal construction projects to ensure successful delivery by assisting with schedules, budgets, and project scope development.
• Coordinate with vendors and contractors on-site for proposal requests, material deliveries, and product installation.
• Coordinate project moves, campus logistics, and the physical delivery/installation of interior finishes and Furniture, Fixtures and Equipment (FF&E).
• Assist with procurement, design coordination, and field installation of interior/exterior building and site signage.
• Oversee and track the post-occupancy project warranty period, coordinating corrective actions with contractors.
• Assist with preparing and issuing campus notices for utility outages, road/walkway closures, and project phasing to minimize disruptions to campus stakeholders.
• Assist with preparing, proofreading, and distributing professional correspondence, reports, presentations, and other field-directed documents, ensuring accuracy and adherence to university standards.

• Assist in reviewing and routing contract documents, change orders, and purchase requests before submission to the Administrative Project Manager.
• Perform initial review and validation of contractor pay applications, vendor invoices, requisitions, and change requests for financial accuracy and completeness.
• Prepare contractual notices including Letters of Intent (LOI) and Notices-to-Proceed (NTP).li>
• Prepare and coordinate Requests for Qualifications (RFQs) and Requests for Proposals (RFPs) for design consultants and contractors from consultant selection through procurement to ensure strict compliance with State public works laws and the University of Alabama System Board of Trustees.
• Manage the complete life cycle of Owner, Architect, and Contractor (OAC) and project meetings, including scheduling, logistical setups, agenda creation, and the precise transcription and distribution of minutes.
• Manage the project initiation request (PIR) intake and documentation process (including FF&E requests).
• Coordinate the intake, logging, routing, and distribution of project submittals, shop drawings, and project-related forms.
• Prepare, submit, and track applications for project sales tax exemptions with the State of Alabama Department of Revenue; manage and return certificates to the State upon project completion.
• Manage project closeout records, ensuring physical and digital drawing archives, contract documents, and record logs are indexed in accordance with public records retention policies for annual state audits.
• Maintain and update the Planning, Design, and Construction (PDC) website with current project data, active bids, and public notices.

• Bachelor’s degree or an equivalent combination of education and years of experience.
• 1-2 years of full-time work experience.
• Proficient in MS Office, Adobe, Excel, Word, and Google Office Suite with a demonstrated ability to quickly learn and effectively navigate new online Project Management Information Systems (PMIS) and databases.
• Possess a proactive and problem-solving attitude in handling various high-level administrative and logistical challenges.
• Strong organizational skills with the ability to independently manage multiple tasks simultaneously in a high-volume workload and make good customer service decisions.
• Must be detail-oriented, digitally proficient, highly service-oriented, and…