Project Manager Assistant

Job Description

Job Description

# Project Manager Assistant –

**Location:** Springdale, AR
**Reports To:** Project Manager / Senior Project Manager
**Employment Type:** Full-Time
**Compensation:** Competitive, based on experience

## Position Summary

We are seeking a detail-oriented and organized Project Manager Assistant to support our construction project management team. This administrative role is essential to keeping projects on schedule and within budget by managing documentation, coordinating communication among project stakeholders, and handling the day-to-day administrative functions of active construction projects. The ideal candidate thrives in a fast-paced environment, communicates clearly with field and office personnel, and takes pride in accuracy and follow-through.

## Key Responsibilities

**Project Documentation & Administration**
- Prepare, distribute, and track project documents including subcontracts, purchase orders, change orders, RFIs (Requests for Information), and submittals
- Maintain organized project files (digital and physical) in accordance with company standards
- Assist with preparation of bid packages, proposals, and contract documents
- Track and log insurance certificates, lien waivers, W-9s, and subcontractor compliance documents
- Update and distribute project schedules, meeting minutes, and daily reports

**Communication & Coordination**
- Serve as an administrative point of contact between project managers, superintendents, subcontractors, vendors, architects, and owners
- Schedule and coordinate project meetings, site visits, and inspections
- Follow up with subcontractors and suppliers on outstanding documents, deliveries, and deadlines
- Answer and route project-related calls and correspondence

**Financial & Reporting Support**
- Assist with processing invoices, pay applications, and billing including AIA
- Track project budgets, costs, and change order logs
- Support monthly progress billing and job cost reporting
- Reconcile vendor statements and resolve billing discrepancies

**Closeout & Compliance**
- Assemble project closeout packages including warranties, O&M manuals, and as-built documents
- Assist with permit applications, renewals, and jurisdiction requirements
- Support safety documentation and OSHA record-keeping as needed

## Qualifications

**Required**
- High school diploma or equivalent; associate or bachelor's degree preferred
- 2+ years of administrative experience, preferably in construction, engineering, or a related industry
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously
- Excellent written and verbal communication skills
- High attention to detail and accuracy

**Preferred**
- Experience with construction management software (e.g., Procore, Buildertrend)
- Familiarity with construction documents, terminology, and processes (RFIs, submittals, change orders, AIA billing)
- Notary public certification a plus
- Experience with document control or accounts payable in a construction environment

## Working Conditions

- 3-4 days/ week office-based.  Remote work with occasional visits to job sites
- Standard business hours, Monday–Friday; occasional overtime during project deadlines
- Must be able to sit for extended periods and lift up to 25 lbs occasionally