Project Manager Assistant

Job Summary

You dream about a hybrid role of office administration and assisting project managers and overall project team. You’re passionate about supporting office administration and project engineering work. You love to coordinate and support a technically proficient team. And you never stop growing.

Our office in Rochester, MN is seeking a Project Manager (PM) Assistant to work in a fast-paced multi‑discipline team environment. PM Assistants support the design efforts for building systems for K‑12 Education, Higher Education, Commercial, Health Care, Science and Technology, municipal and institutional Facilities.

Provide general administrative support to Project Managers, Engineers, and office staff. This position works under general supervision and requires training, prior experience, and knowledge within the architectural or engineering field as a Project Manager Assistant or similar capacity.

• Assist Project Managers in the implementation, organization and project management of multi‑disciplined projects.
• Proofread and format documents produced for or by the PM and/or project team members to ensure consistency of style, application of Salas O’Brien and client standards, and overall quality.
• Monitor and help keep project staffing and financial performance current in firm’s internal project management system.
• Maintain up‑to‑date project files including hardcopy and electronic versions according to Salas O’Brien standards.
• Initiate and maintain Project Management Plans (PMP) under the direction of the Project Manager.
• Log in/out and distribute Construction Documents including Requests for Information (RFI) and coordinate these efforts with project personnel regarding Shop Drawing/Review Submittals for all eligible projects.
• Administer and oversee proper record keeping of all Addendum and Construction Bulletins according to office procedure.
• Manage Project Database for all eligible projects, including Action Items and the Info Exchange.
• Distribute project information to appropriate members of the Salas O’Brien project team, client team, and other consultants in a timely fashion. May have occasional contact with client and other outside consultants regarding transfer of information, documents, timelines, etc.
• Consult with Technical Lead on a project to ensure progress prints and specifications are sent to the Owner or Architect and/or when requested by the Project Manager. Ensure all disciplines are coordinated and sent together.
• Produce and compile Project Construction Specifications.
• Notify Engineer/Project Manager if client has not provided needed information in a timely manner.
• Distribute to project folders and project team copies of all emails, progress prints, faxes, etc.
• Assist Project Manager in scheduling review meetings, coordination meetings, and progress meetings.
• Alert Project Manager to anything that might not be in the best interest of the project, client satisfaction or may have a negative effect on the project team.
• Create transmittals for outgoing mail and deliveries.
• Monitor, receive and compile fees from department heads for proposals. Assist Office Leader with production of proposals.

• Filing, scheduling appointments, setting up and attending meetings (as necessary).
• Organizing lunch and location gatherings for meetings and events.
• Order wellness beverages and food for office and follow internal budget.
• Order office supplies, maintenance contact for office equipment.
• Work with building Administration contact regarding building announcements, correspondence, etc.
• Assist IT and HR with new‑hire workspace set up.
• Draft and type correspondence.
• Assist in maintaining PE Registrations and Corporate Registrations.
• Assist Department Heads in maintenance of Salas O’Brien’s master specifications.
• Assist in maintenance of company‑wide forms on the intranet.
• Assist and prepare AIA Documents as requested by PM or Project Team.

• High school diploma or higher.
• At least 5 years’ experience in the Architecture/Engineer industry.
• Proficiency with MS‑Office (Word, Excel, Outlook, PowerPoint, MS…