EMS Assistant Project Manager

Job Description

Job Description

Position Summary
The EMS Assistant Project Manager supports project planning, coordination, and execution within the Energy Management and Building Automation industry. This role involves handling administrative and technical tasks, ensuring project milestones are met, and maintaining strong communication with project stakeholders. The Assistant Project Manager also takes ownership of many independent responsibilities, while supporting Project Managers and senior team members to drive successful outcomes.

Key Responsibilities

Foundational Responsibilities

• Communicate project goals and needs to the project team.

• Attend project meetings and document meeting minutes as needed.

• Review and understand project SOWs, submittals, and SOOs.

• Draft and send professional correspondence, transmittals, and introduction letters.

• Request and track project information, including schedules, equipment submittals, and contacts.

• Order project materials (with PM approval) and manage inbound/outbound material tracking.

• Request panel builds and prepare/deliver panel wire labels.

• Draft subcontractor agreements and work orders for assigned projects.

• Support project closeout activities:

  • Finalize as-built drawings.

  • Create subcontractor and company warranty letters.

  • Distribute all closeout documents to project contacts.

Intermediate Responsibilities

• Create and maintain project files within designated applications.

• Support PMs by tracking technician time allocations.

• Develop and maintain project checklists.

• Begin using WebCTRL and/or Distech software with basic user-level functionality.

• Assign technicians to scheduled tasks and update project schedules as directed.

• Prepare initial project financial review documents using company templates.

• Draft and deliver RFIs with PM/Engineering support.

• Maintain project change order logs.

• Assist with billing preparation and forecasting:

  • Gather subcontractor billing projections.

  • Complete billing forecast modules and SOV worksheets.

  • Communicate with project contacts regarding percent completion and invoicing.

  • Compile final billing worksheet for accounting team processing.

• Provide weekly status updates for all active projects to internal teams and external contacts.

Advanced Responsibilities

• Conduct job walks on behalf of the Project Manager.

• Attend and represent the company in project meetings independently.

• Support project managers in collections-related tasks.

• Provide customer support for technical system functions (schedules, trends, reports, system navigation).

• Manage assigned projects directly when delegated by the Project Manager.

• Maintain project WIP reports.

• Compile and manage RFIs.

Strengths & Competencies

• Communicate and coordinate effectively across all departments.

• Serve as a reliable and authoritative presence within project teams.

• Remain motivated to expand technical knowledge of ALC/Distech and building automation systems.

• Apply critical thinking to suggest improvements to company strategies.

• Demonstrate punctuality, professionalism, and organizational discipline.

• Provide excellent customer service while representing the company with pride.

Qualifications & Requirements

• High school diploma or equivalent required; degree in Business Management or related field preferred.

• Previous construction experience required; background as a technician, assistant project manager, or similar role strongly preferred.

• Proficiency with Microsoft Office and familiarity with project management software (training provided on company systems).

• Highly organized, detail-oriented, and capable of managing multiple priorities.

• Strong communication, problem-solving, and teamwork skills.