Project Management Assistant

Explicitly references vibe-coding platforms and LLMs; AI is provided from day one to enhance productivity and workflows.

Support Project Managers and engineering/design teams by managing and maintaining engineering documents, transmittals, and project records to ensure compliance with company, industry, and client standards. Facilitate meeting coordination, document control, and administrative project support to enable timely and accurate delivery of design packages.

The Project Management Assistant will support Project Managers, engineers, and design teams within SSOE’s Tool Install division by managing and maintaining all engineering documents, drawing packages, transmittals, and project records. The role ensures document accuracy, compliance with contract and industry requirements, and smooth project execution through administrative and coordination support.

• Generate, capture, manage, track, and retrieve all project-related documents, including formal correspondence, submittals, deliverables, RFIs, and document tracking logs.
• Check documents and drawings for accuracy and ensure they meet company, industry, and client standards.
• Maintain project documentation such as schedules, technical drawings, and specifications.
• Verify compliance with contract requirements, manage documentation, and track all project deliverables.
• Coordinate and document project meetings, prepare meeting minutes, and track action items.
• Handle transmittals of documents, ensure timely distribution, and maintain logs of sent and received documents.
• Identify project-related issues or bottlenecks and assist in finding solutions.
• May assist with onboarding and training of new Project Management Assistants or project team members.

• Demonstrated experience with document control procedures, engineering project coordination, or technically related experience supporting project management teams.
• Strong prioritization, task execution, and communication skills; ability to coordinate multiple activities and meet project deadlines.
• High attention to detail and strong organisational skills.
• Excellent oral and written communication skills, including reports, summaries, and presentations.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Access, SharePoint, and PDF rendering/editing software (e.g., Bluebeam, Acrobat).

SSOE provides responsible access to industry-leading AI Large Language Models and vibe-coding platforms and trains staff to integrate AI tools into workflows to boost productivity, creativity, and efficiency.

• Salary range: $55,000 - $70,000 per year (depending on location, education, experience, and certifications).
• Benefits include comprehensive health, dental, and vision insurance; life insurance; 401(k) with company matching; professional development and training support (including licensure/certification support); generous PTO and paid holidays; leadership incentive components and bonus opportunities.

• Hybrid work arrangement indicated (#LI-Hybrid).

Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Outlook Microsoft Access SharePoint Bluebeam Adobe Acrobat Large Language Models vibe-coding platforms

Document Control Project Coordination Communication Organization Time Management Attention to Detail Compliance Meeting Coordination Collaboration Training & Mentoring Administrative Support Schedule Management

Mid

USD 55, 000 - 70, 000/year

Full-time

• Dental insurance
• 401K with company matching
• Professional development and training (support for licensure & certifications)