Projects Assistant

Job Description

Job Description

Projects Assistant

Who We Are & Our Values

For over 99 years, FourSeasons Inc. has been a trusted leader in mechanical contracting across the State of Tennessee. We design, build, and maintain high-quality mechanical systems for commercial, industrial, and educational facilities, combining experienced professionals, advanced technologies, and proven processes to deliver projects safely, efficiently, and on schedule.

At FourSeasons, our culture is built around the core values that guide how we work every day. We put Customers First , building lasting partnerships through trust and communication. We always Do the Right Thing , acting with integrity and accountability. We Are Humbly Confident , combining expertise with a willingness to learn and improve. We are Always Proactive , anticipating challenges and solving problems early. We do Whatever It Takes to support our team and deliver results, and we Expect Excellence in our craftsmanship, safety, communication, and leadership.

Together, these values define the FourSeasons way and shape how we hire, grow, and succeed as a team.

About the Position

The Projects Assistant supports the Project Delivery team in managing all ongoing projects the FourSeasons way—with a goal of every job done right, the first time. This role partners closely with the Project Delivery team to deliver strong communication, coordination, and support across all stakeholders, including team members, subcontractors, vendors, and customers. By contributing to effective project execution and collaboration, the Projects Assistant plays a key role in helping the team meet and exceed annual operational goals.

Responsibilities

• General
  • Book hotels, request per diem and communicate travel requirements, etc. with field team members.
  • Review Hotel Engine statement & report to management
  • Organize meetings, presentations, and training; attend meetings with the project team and record notes.
  • Record and distribute notes and tasks from Daily Morning Huddle
  • Print off drawings
  • Request for Certificates of Insurance, W9, and other information from subcontractors
  • Research / draft permit request forms to pull various permits for projects.
  • Complete certified payroll forms as needed
  • Other duties, as assigned by the Project Management Team to increase overall efficiency and effectiveness of the projects.
  • Update iPads via jamfnow

• Manpower/Scheduling
  • Workforce Planning – weekly scheduling and communication of manpower / attendance, to ensure all projects are operating as efficiently as possible.
  • Review weekly timesheets for manpower & subcontractors; record/report discrepancies.
  • Track labor – weekly entry for all subcontractor labor.
  • Prep 2 & 4 week look-ahead manpower schedules
  • Create & follow up on Project Delivery Kanban cards

• Safety
  • Assist with scheduling site safety visits
  • Assist with prep of Site-Specific Safety plans for each project; develop a template for use company-wide.
  • Maintain Toolbox Talks Program – including distributing, tracking and following up on completion from foreman and superintendents.
  • Assist with monthly safety topic reminders and communications.
  • Schedule and document Safety Committee Meetings
  • Safety supplies monthly inventory
  • Track Safety Equipment in Procore Resource Planning
  • Maintain certifications/training
  • Invite & Manage TwiceMe platform
  • Print safety manuals for new hires

• Procore/Information Management
  • Update/maintain Procore company Directory (vendor database) – input new contact companies, as needed.
  • Maintain standardized Documents folder structure in Procore for Company & Projects documents.
  • Assist with management of electronic project documents: contracts, change orders, invoices, insurance, reports, email communications, IOM manuals, record and as-built drawings, etc. and distribute, as needed.
  • Assist in setting up jobs, create job folders, and complete construction plan reproduction and scanning.
  • Gather & enter KPI report data from Procore & other sources
    • Daily Logs
    • Toolbox Talks
    • Project Delivery KPI Package
  • Update QuickBooks cost codes for all vendors using commitment report
  • Update Scribe/Procore tutorial instruction links to Procore’s new support site

Minimum Qualifications

• High school diploma or equivalent
• Entry level experience in construction project management or related field
• Excellent communication and leadership skills

Preferred Qualifications

• Ability to read and interpret construction drawings, specifications, and contracts
• Experience managing multiple concurrent projects
• Proven ability to manage project budgets, schedules, and subcontractor/vendor relationships
• Strong working knowledge of construction processes, documentation, and safety protocols
• Proficiency with project management software (e.g., Procore, Microsoft Project, or similar)

Compensation & Benefits

• Pay Rate : Based on experience and expertise.
• Health Coverage: Company paid comprehensive medical, dental, and vision benefits for the employee with buy-up options available. Eligibility for coverage begins on day 45 of employment.
• Flexible Spending Account (FSA): Employer contribution to FSA to help cover healthcare expenses.
• Retirement Plan: 401(k) with up to 4% employer match
• Profit-Sharing Bonus: Eligible for monthly bonus based on company performance.
• Employee Allowance Program: Work related essentials such as tools, boots, and clothing, renewed annually.
• Paid Time Off: Seven days renewed annually.

FourSeasons Inc. is an Equal Opportunity Employer. We are committed to providing a workplace that is free from discrimination and harassment. We believe in the power of diversity and are dedicated to fostering an inclusive environment where all employees have the opportunity to thrive and contribute to our success. We are committed to upholding the principles of equal employment opportunity and ensuring that our workforce is representative of the diverse communities we serve.