Project Management Assistant

Job Description

Job Description

Project Management Assistant

Position Summary

The Project Management Assistant provides comprehensive administrative and project coordination support to the Controls Project Manager. This role is responsible for managing project documentation, coordinating communication, tracking project progress, and ensuring critical administrative tasks are completed accurately and on time. The position plays a key role in keeping projects organized and moving efficiently from award through closeout.

Essential Responsibilities

Project Documentation & Document Control

• Maintain organized electronic and physical project files.
• Manage project documentation, including drawings, specifications, submittals, RFIs, change orders, O&M manuals, and closeout documents.
• Track revisions to control drawings, sequences of operation, and submittal logs.
• Maintain current project folders within company document management systems (SharePoint, Procore, Foundation, etc.).
• Ensure all required project documentation is complete and readily accessible.

Submittals, RFIs & Compliance

• Prepare, submit, and track equipment submittals through the approval process.
• Submit and monitor Requests for Information (RFIs), ensuring timely responses from Engineers/GCs.
• Maintain project compliance logs and documentation required by contract specifications.
• Track approvals to prevent procurement or installation delays.

Scheduling & Project Coordination

• Assist the Project Managers with maintaining project schedules and look-ahead planning.
• Coordinate site visits, commissioning dates, shutdown windows, and project meetings.
• Schedule internal and external meetings and distribute invitations and reminders.
• Track man hour needs with the PM’s and field supervisors.

Procurement & Material Tracking

• Track purchase orders and equipment deliveries, including controllers, sensors, valves, actuators, and control panels.
• Monitor and communicate vendor lead times and shipping schedules.
• Match packing slips with purchase orders and assist with receiving documentation.
• Identify potential material shortages or delivery delays and notify the Project Manager.

Financial & Administrative Support

• Assist with project billing, pay applications, and supporting documentation.
• Maintain change order logs and track approvals.
• Update job cost reports, labor tracking, material costs, and subcontractor documentation.
• Prepare project reports as requested by the Project Managers.

Meetings & Communication

• Prepare agendas for project coordination and Owner/Architect/Contractor (OAC) meetings.
• Record and distribute meeting minutes.
• Maintain action item logs and follow up on outstanding items.
• Maintain current project contact lists.

Field & Commissioning Support

• Coordinate technician scheduling, mobilization, and demobilization.
• Track commissioning documentation, calibration reports, point-to-point checkout forms, and startup documentation.
• Assist with maintaining as-built control drawings and BAS/BMS documentation.
• Support project turnover and owner training documentation.

Compliance & Project Closeout

• Assemble project closeout packages.
• Verify completion of O&M manuals, warranties, commissioning reports, testing and balancing documentation, as-built and red-line drawings.
• Track punch list items through completion.
• Coordinate final document turnover to the customer.

Preferred Skills

• Strong organizational and document management skills.
• Excellent verbal and written communication.
• Ability to manage multiple projects and deadlines simultaneously.
• High attention to detail and accuracy.
• Proficient in Microsoft Office Suite, especially Excel, Outlook, and Word.
• Experience with Foundation, Procore, SharePoint, Bluebeam, or similar construction/project management software is preferred.
• Ability to work independently while supporting multiple Project Managers.

Success in This Role

A successful Administrative Assistant proactively manages documentation, communicates effectively with all project stakeholders, anticipates project needs, and ensures administrative details never become obstacles to project execution. Their ownership of paperwork, coordination, and follow-through enables the Project Manager and field staff to remain focused on delivering successful controls projects safely, efficiently, and on schedule.

What We Offer

• Competitive pay based on experience
• Paid holidays
• Paid Time Off (PTO)
• Health, dental, and vision insurance
• 401(k) retirement plan
• Stable, full-time employment
• Supportive team environment with opportunities for growth

Pay: DOE