Assistant Project Manager / Administrative Assistant

Job Description

Job Description

Assistant Project Manager / Administrative Assistant

Position Summary

The Assistant Project Manager / Administrative Assistant (APM/AA) supports the planning, coordination, documentation, and administrative execution of high-end custom single-family residential construction projects in Northern California. Working under the direction of the Senior Project Manager and Office Manager, this role helps keep projects organized, current, and moving by supporting scope coordination, document control, permitting, bidding, vetting subcontractors, procurement tracking, cost control, subcontractor and consultant communication, inspections, and close-out. The ideal candidate is highly organized, detail-oriented, proactive, service-oriented, and comfortable managing multiple tasks across pre-construction, construction, and warranty phases.

Reporting Relationship

·       Reports To: Senior Project Manager / Office Manager

·       Direct Reports: None

·       Works Closely With: Superintendents, Project Managers, accounting staff, architects, interior designers, engineers, consultants, vendors, and subcontractors.

Key Responsibilities

1.       Project Administration & Document Control

·       Maintain organized digital and hard-copy project files, including contracts, subcontracts, proposals, permits, plans, specifications, revisions, submittals, RFIs, ASIs, CCDs, meeting notes, inspection records, warranties, and close-out documents.

·       Set up and maintain project folder structures, contact directories, distribution lists, bid logs, procurement logs, submittal logs, change order logs, action item logs, and other tracking tools.

·       Help ensure current drawings, specifications, and supporting documents are issued, filed, and archived properly so the field and office teams are working from the latest information.

·       Prepare correspondence, transmittals, meeting agendas, meeting minutes, and status reports for internal and external project stakeholders.

·       Track open items and follow up with internal staff, consultants, vendors, subcontractors, and agencies to help keep decisions and approvals moving.

2.       Scope, Design Coordination & Pre-Construction Support

·       Assist the Project Manager with review of drawings and specifications for coordination, constructability, missing information, and scope completeness.

·       Support owner selections, allowances, finish schedules, and decision logs for fixtures, finishes, appliances, lighting, plumbing fixtures, AV, landscape, pool/spa, and other custom-home components.

·       Assemble bid packages, scope summaries, and drawing sets for pricing; help solicit and collect subcontractor and vendor proposals and qualify bids.

·       Prepare bid tabs, scope comparison sheets, inclusions/exclusions summaries, and proposal clarification logs for Project Manager review.

·       Support consultant and trade partner onboarding by collecting licenses, insurance certificates, W-9s, contact information, and other compliance documentation.

3.       Permitting, Utility Coordination & Compliance Support

·       Assist with preparation, assembly, and tracking of permit applications, agency submittals, correction responses, and approval packages for city, county, and utility agencies.

·       Maintain permit, plan-check, inspection, and correction logs and help ensure required documents are routed to the appropriate parties in a timely manner.

·       Coordinate and track documentation associated with California code compliance, including Title 24 energy documents, HERS-related records, CALGreen items, product approvals, and manufacturer installation requirements.

·       Support tracking of utility applications, “will serve” letters, service requests, trenching/connection coordination, and related agency correspondence.

·       Help organize compliance records for special inspections, engineering observations, fire sprinkler documents, and other jurisdiction-specific requirements as assigned.

4.       Scheduling, Procurement & Field Coordination Support

·       Support development and maintenance of lookahead schedules, procurement logs, delivery schedules, and milestone trackers under the direction of the Project Manager and Superintendent.

·       Help coordinate long-lead items such as windows, exterior doors, custom millwork, specialty finishes, stone, appliances, lighting, and equipment so approvals, purchasing, fabrication, and deliveries stay aligned with the schedule.

·       Track submittals, shop drawings, samples, and pending approvals that impact procurement or field progress.

·       Coordinate meetings, site visits, inspections, deliveries, and owner/design team appointments as directed.

·       Communicate upcoming constraints, missing decisions, and pending material issues to the Project Manager and Superintendent so roadblocks can be addressed early.

5.       Budget, Cost Administration & Contract Support

·       Assist with budget entry, cost coding, proposal organization, and maintenance of commitment logs, pending change logs, and forecasting worksheets.

·       Support preparation of subcontracts, purchase orders, and change order documentation using company templates and clear scope backup.

·       Organize vendor quotes, subcontractor proposals, backup pricing, owner selection cost impacts, and supporting documentation for Project Manager review and approval.

·       Track invoices, pay applications, lien releases, insurance renewals, and other subcontractor/vendor compliance items in coordination with accounting and project leadership.

·       Help maintain accurate records of allowances, owner upgrades, contingency usage, and potential cost exposures.

6.       Client, Consultant & Team Communication

·       Serve as a professional and responsive point of contact for routine coordination with owners, architects, engineers, interior designers, consultants, vendors, and subcontractors, as directed by the Project Manager.

·       Prepare and distribute meeting invitations, agendas, minutes, action item lists, and follow-up communications.

·       Support Owner-Architect-Contractor (OAC) meeting administration by organizing materials, tracking decisions, and following up on open items.

·       Maintain professional, service-oriented communication consistent with the expectations of high-end custom residential clients and design teams.

7.       Quality, Inspections, Close-Out & Warranty Support

·       Maintain logs for inspections, special inspections, engineering observations, correction notices, and sign-offs; help verify prerequisites and documentation are in place before scheduled inspections.

·       Compile field reports, photo documentation, punch lists, mockup approvals, and quality-control records to support the Project Manager and Superintendent.

·       Help organize attic stock, warranty information, operation and maintenance manuals, finish schedules, product data, as-builts, and owner turnover materials.

·       Track punch list completion, close-out deliverables, and warranty requests to support an orderly handoff to the owner and service/warranty team.

Daily Responsibilities

·       Review project priorities, pending approvals, schedule constraints, and open action items with the Project Manager and/or Superintendent.

·       As assigned, update project logs, filing systems, and tracking tools based on new correspondence, submittals, RFIs, meeting notes, deliveries, inspections, and field information.

·       As assigned, follow up on outstanding items affecting permits, procurement, scheduling, selections, inspections, billing support, or document control.

·       As assigned, prepare routine correspondence, meeting materials, and status updates; organize and distribute project documentation generated that day.

·       As assigned, coordinate with vendors, consultants, subcontractors, and agency contacts regarding scheduled tasks, required documents, and pending responses.

Weekly Responsibilities

·       As assigned, update procurement trackers, submittal logs, permit logs, inspection logs, change logs, and action item lists.

·       As assigned, assist with preparation for weekly project meetings, OAC meetings, internal production meetings, and scheduling reviews.

·       As assigned, review upcoming material needs, pending selections, and inspection prerequisites with the Project Manager and Superintendent.

·       As assigned, help reconcile invoices, proposal packages, commitment tracking, and change documentation for current project cost reporting.

·       As assigned, audit project files for completeness and confirm current plans, revisions, and support documents are properly stored and distributed.

Monthly / Milestone Responsibilities

·       Support monthly progress billings and cost reporting by organizing backup documentation, invoices, approved changes, and status updates.

·       Assist with milestone-based planning for permitting, buyout, procurement, rough inspections, pre-drywall, finish phases, close-out, and turnover.

·       As assigned, review allowance status, owner decision logs, long-lead item status, and close-out readiness with project leadership.

·       Help assemble milestone packages, compliance binders, and turnover documentation required for inspections, substantial completion, or final project delivery.

Qualifications & Experience

·       2–5+ years of experience in construction administration, assistant project management, project coordination, office administration, or residential construction support; custom home or high-end residential experience preferred.

·       Associate’s or Bachelor’s degree in Construction Management, Engineering, Architecture, Business Administration, or related field preferred; equivalent experience considered.

·       Experience supporting residential construction projects in California or strong familiarity with California residential permitting and documentation processes preferred.

·       Working knowledge of project management platforms and standard business software, such as Buildertrend, Procore, Microsoft Office, Adobe Acrobat, and cloud-based file management systems.

·       Ability to read and work with architectural, structural, civil, MEP, landscape, and interior design drawings/specifications at a support and coordination level.

Skills & Competencies

·       Exceptional organization, follow-through, and time-management skills with the ability to manage multiple projects and deadlines simultaneously.

·       Strong written and verbal communication skills with a polished, client-service-oriented demeanor.

·       High attention to detail and accuracy in file management, data entry, correspondence, logs, and compliance records.

·       Ability to identify missing information, inconsistencies, and pending decisions before they become project problems.

·       Strong administrative judgment in handling confidential financial, contractual, and client-sensitive information.

·       Self-starter mentality with the ability to work independently while also supporting a team-based construction environment.

Licenses & Certifications (Preferred)

·       Valid California driver’s license and reliable transportation for occasional travel to project sites, agencies, showrooms, and vendor locations.

·       OSHA 10 or OSHA 30 training is beneficial but not required.

·       Construction administration, scheduling, bookkeeping, or software certifications are a plus but not required.

Physical Requirements & Work Environment

·       Ability to visit and walk active construction sites periodically, including uneven terrain, stairs, ladders, and partially completed structures, while following required safety practices.

·       Ability to sit, stand, type, review plans/documents, and work at a computer for extended periods.

·       Typical work split between office and field support environments, with exposure to active construction conditions, noise, weather, and site traffic during jobsite visits.

We are a local Northern CA developer / builder in contract with multiple custom home builds from Sacramento to the Bay Area. We have expertise in land development and custom home construction and are expanding our target market to include Sacramento, Tahoe-Truckee, Napa, Orinda, Oakland, San Francisco, and more. As we continue to grow, we are looking to expand our high caliber / high performing team to create win-win-win results for us, our clients, and our trade partners.

Company Description

We are a local Northern CA developer / builder in contract with multiple custom home builds from Sacramento to the Bay Area. We have expertise in land development and custom home construction and are expanding our target market to include Sacramento, Tahoe-Truckee, Napa, Orinda, Oakland, San Francisco, and more. As we continue to grow, we are looking to expand our high caliber / high performing team to create win-win-win results for us, our clients, and our trade partners.