Project Manager Assistant

Location: Jane Lew

Position Summary The Project Manager Assistant provides administrative, operational, and recruiting support to Project Managers and field leadership teams. This position plays a critical role in maintaining project organization, coordinating personnel needs, assisting with project documentation, supporting budget and schedule tracking, and helping recruit qualified construction personnel.

The Project Manager Assistant serves as a communication link between Project Managers, Superintendents, field employees, subcontractors, vendors, and company leadership to ensure projects are staffed appropriately, documented accurately, and executed efficiently.

Key Responsibilities

A. Project Administration Support Responsibilities Assist  Project Managers with daily project administration activities

Maintain project files, contracts, permits, correspondence, and documentation

Prepare meeting agendas and record meeting minutes

Track project deadlines, milestones, and deliverables

Assist with project closeout documentation

Maintain organized digital and physical project records

Performance Standards Project documents are accurately maintained and easily accessible

Meeting notes and action items are distributed promptly

Administrative tasks are completed accurately and on schedule

B. Budget and Cost Control Support Responsibilities Assist  with tracking project costs and budget performance

Enter and maintain cost reports, purchase orders, and budget information

Monitor invoice status and assist with coding accuracy

Support monthly cost review meetings

Track change orders and supporting documentation

Performance Standards Cost information is entered accurately and timely

Invoice and documentation errors are minimized

Budget reports are available when requested

C. Scheduling and Resource Coordination Responsibilities Assist  in maintaining project schedules and milestone tracking

Coordinate project calendars, meetings, and planning sessions

Track manpower assignments and equipment allocations

Support resource planning between projects

Communicate schedule updates to project stakeholders

Performance Standards Schedule information remains current and accurate

Resource requests are processed promptly

Project teams receive timely scheduling information

D. Recruiting and Staffing Coordination Responsibilities Assist  with recruiting skilled construction personnel, including operators, laborers, foremen, mechanics, truck drivers, and office staff

Post job openings through company recruiting platforms, job boards, social media, and industry networks

Review applications and identify qualified candidates

Conduct phone screenings and initial candidate evaluations

Schedule interviews with Project Managers and leadership personnel

Maintain applicant tracking systems and recruiting databases

Coordinate background checks, reference checks, and pre-employment requirements

Assist with onboarding new employees

Track staffing needs across active and upcoming projects

Build relationships with trade schools, workforce development programs, and community organizations

Attend career fairs, hiring events, and recruiting functions as needed

Maintain a pipeline of qualified candidates for future staffing needs

Performance Standards Open positions are posted promptly

Qualified candidates are identified efficiently

Staffing requests are filled within established timelines

Recruiting records remain accurate and organized

Positive candidate experience throughout hiring process

E. Personnel Support and Employee Development Responsibilities Assist  Project Managers and Superintendents with manpower planning

Maintain employee training and certification records

Track workforce availability and project assignments

Help coordinate employee onboarding and orientation

Support employee development and training initiatives

Monitor expiring certifications, licenses, and training requirements

Performance Standards Employee records remain current and compliant

Training records are accurately maintained

Staffing information is readily available for management

F. Communication and Coordination Responsibilities Serve  as a point of contact between field personnel, Project Managers, and office staff

Coord…