Assistant Project Manager

Assistant Project Manager (APM) – Project Controls & PM Support

Company: Steward Machine Company (SMC)
Location: Birmingham, AL (and/or Bainbridge, GA) – On-site preferred (hybrid may be considered)
Department: Project Management / Operations
Reports To: Project Manager / Director of Project Management
FLSA Status: Exempt or Non-Exempt (based on experience and duties)

Position Summary

The Assistant Project Manager (APM) supports our Project Managers by handling daily administrative and coordination tasks that keep projects moving—schedules, customer communications, paperwork, meeting notes, document control, and general “grunt work” that frees up PMs to focus on delivery, cost, and risk. This is an entry‑level to early‑career role for someone with a few years of experience who is eager to learn heavy fabrication/infrastructure project execution and grow into a full PM role.

Key Responsibilities

Scheduling & Project Controls

• Build, update, and maintain project schedules (Gantt charts) in Microsoft Project and/or Primavera P6 (or similar tools).
• Track schedule progress using inputs from Production, Shop Supervisors, Purchasing, and Field Services.
• Issue schedule updates (internal and customer‑facing) and highlight risks, delays, and upcoming milestones.
• Maintain look‑ahead schedules (2‑week / 4‑week / 90‑day) as required by project and customer needs.

Customer Communications & Coordination

• Draft routine customer communications (status updates, submittal transmittals, meeting follow‑ups) for PM review.
• Coordinate meetings (internal and external), prepare agendas, capture notes, and distribute action items.
• Support RFI/submittal workflows by tracking due dates, responses, and approvals.

Documentation & Paperwork Support

• Maintain organized project files (digital and hard copy where required), including correspondence logs.
• Assist with document control: submittals, RFIs, drawings, revisions, transmittals, and closeout documents.
• Support weekly reporting: progress photos, status dashboards, manpower updates, material status, and deliverable tracking.
• Help compile customer‑required documentation packages (as‑built records, manuals, certifications, etc.).

Internal Support & Cross‑Functional Follow‑Up

• Coordinate with departments (Production, QC, Purchasing, Accounting, Shipping/Logistics) to gather updates and close open items.
• Track action items from internal meetings and ensure follow‑through with responsible owners.
• Assist PMs with basic cost tracking support (PO logs, vendor status, invoice routing), as assigned.

What Success Looks Like (First 90 Days)

• Keeps schedules current and reliable; communicates changes clearly.
• Reduces PM admin burden by owning documentation, meeting notes, and routine correspondence.
• Maintains clean, accurate project files and logs with minimal supervision.
• Builds strong working relationships with Shop/Field/QC and becomes a “go‑to” coordinator.

Required Qualifications

• 2+ years experience in a project coordination / assistant PM / scheduler / project controls role (construction, manufacturing, industrial, fabrication, or infrastructure preferred).
• Working knowledge of Gantt chart scheduling and the discipline to keep schedules updated.
• Proficiency in Microsoft Office (Excel, Outlook, Word); comfortable creating professional documents.
• Strong written communication and ability to draft clear emails and meeting notes.
• Organized, detail‑oriented, and dependable—able to manage multiple deadlines.

Preferred Qualifications

• Experience with Microsoft Project and/or Primavera P6 (or similar tools such as Smartsheet, Asta, etc.).
• Familiarity with industrial fabrication, heavy civil, movable bridge, lock & dam, or marine/field work environments.
• Exposure to document control systems, ERP systems, or construction/project management platforms.
• Basic understanding of drawings/specs, revision control, and customer submittal processes.

Core Competencies

• Positive attitude + strong work ethic (this role is hands‑on support and requires hustle).
• Coachable, eager to learn, and proud of doing the small things well.
• Clear communicator, comfortable following up and keeping others on track.
• High attention to detail with an “own it” mindset.
• Able to work in a fast‑paced environment with changing priorities.

Work Environment

• Primarily office‑based with regular interaction with the shop/operations team; occasional site visits may be required.
• Some overtime may be necessary based on customer deadlines and project milestones.

Growth Path

This role is designed to develop into:

• Project Manager (PM)
• Scheduler / Project Controls Specialist
• Project Engineer / Contracts Coordinator (depending on strengths and interest)