Assistant Project Manager - Construction

Assistant Project Manager

The Project Engineer / Assistant Project Manager (PE/APM) supports the Construction team in delivering multi-site fitness club TI projects on schedule, on budget, and to VASA design standards. Operating in an owner-side capacity, the PE/APM partners with Project Managers to drive day-to-day execution: coordinating with GCs, architects, vendors, and landlords; managing project documentation and financial controls; tracking schedule progress; and owning critical closeout work streams including GC pay applications, landlord TI reimbursement packages, lien waivers, and punch list completion.

This role is a launch pad for a Project Manager track  PE/APM gains direct exposure to executive stakeholders, program-level initiatives (cost reduction, schedule compression, design standardization), and the full lifecycle of national TI delivery.

Key Responsibilities and Competencies

Project Administration & Documentation

• Maintain project records, drawings, RFIs, submittals, change orders, and meeting minutes in Procore as the single source of truth across all assigned projects.
• Lead weekly Owner / Architect / Contractor (OAC) calls set agendas, capture minutes, distribute action items, and follow through to closure.
• Coordinate distribution and version control of construction documents, ASIs, and bulletins between architects, GCs, and internal stakeholders.
• Assist with interpretation of drawings and specifications; route RFIs and design questions between the field and the design team for timely resolution.

Financial Controls & Pay Applications

• Track GC pay applications against approved schedules of values; verify lien waiver compliance (conditional and unconditional, primary and lower-tier) before processing.
• Prepare monthly landlord TI reimbursement draw packages assemble invoices, lien waivers, inspection reports, and required certifications per each lease's TI provisions; coordinate with Accounting and Legal on submission and follow-through to receipt of funds.
• Maintain the project cost log and forecast tool; flag budget variances and contingency draws to the PM in real time.
• Process change order requests (CORs): validate scope and pricing, route for internal approval, and execute through Procore.
• Support lump-sum contract administration, including reconciliation of GC General Conditions, allowances, and savings.

Schedule, Procurement & Field Coordination

• Assist in development and weekly maintenance of the master project schedule; track milestone variances and critical-path risks.
• Manage owner-furnished equipment (OFE) procurement and delivery fitness equipment, AV, signage, FF&E coordinating lead times against the construction schedule.
• Coordinate field-initiated purchasing and expedite long-lead items to prevent schedule slippage.
• Participate in jobsite walks, pre-installation meetings, and quality control inspections; document deficiencies and confirm resolution.

Permitting & Jurisdictional Coordination

• Support permit applications and Authority Having Jurisdiction (AHJ) coordination using VASA's permitting platform (Pulley) and direct GC engagement.
• Track permit milestones and inspection sign-offs (rough-in, mid-construction, final, health, fire) through CO issuance.
• Help drive program-level permitting time reductions through documentation standardization and submission quality control.

Closeout & Turnover

• Drive punch list compilation and closure across architectural, MEP, and equipment scopes.
• Assemble closeout documentation: as-builts, O&M manuals, warranties, training records, attic stock, and final lien releases.
• Coordinate operational turnover to the Operations team equipment commissioning, life-safety verification, and day-one readiness.
• Support post-CO landlord TI reimbursement to full collection; reduce backlog of outstanding TI dollars through milestone-linked submission discipline.

Qualifications

Required

• Bachelor's degree in Construction Management, Civil or Structural Engineering, Architecture, or related field or equivalent demonstrated experience.
• 2--5 years of commercial construction experience (TI, retail, hospitality, multi-unit rollout, or similar). Owner's-rep, GC, or developer-side experience all welcome.
• Demonstrated proficiency with Procore (project records, financials, RFIs, submittals, change events) and Bluebeam (drawing markup, takeoffs, document comparison).
• Strong Excel skills comfortable working in structured budget templates, schedule of values, and cost-tracking workbooks (formulas, lookups, pivot tables).
• Working knowledge of AIA pay application workflows (G702/G703), lien waiver compliance, and standard commercial construction contract structures.
• Exceptional attention to detail with the discipline to keep records accurate, current, and audit-ready.
• Clear, professional written and verbal communication; comfortable interfacing with executives, GCs, architects, and landlords.
• Valid driver's license and willingness to travel to active project sites (up to 30%).
• Successful completion of…