Assistant Project Manager Construction

Job Description

Job Description

Project Administrator / Assistant Project Manager

Jacksonville, Florida

Detailed Job Description & Position Expectations

The Project Administrator / Assistant Project Manager (APM) is responsible for supporting Project Managers and field operations through the administration, coordination, and documentation of multifamily electrical construction projects from award through warranty. This position plays a critical role in project organization, communication, financial tracking, document control, and customer service.

Reporting Structure

Reports To: Project Manager and Operations Manager
Direct Reports: None
Department: Operations / Project Management

Primary Responsibilities

• Assist Project Managers with all administrative functions of assigned projects.
• Maintain project documentation and logs.
• Coordinate submittals, RFIs, permits, and closeout requirements.
• Support procurement, billing, and change order administration.
• Maintain communication with general contractors, vendors, municipalities, and field personnel.

Project Startup Responsibilities

• Set up project folders and file structure.
• Create project contact directory.
• Establish project logs (Submittal, RFI, Change Order, Procurement, Closeout).
• Review contract documents and specifications.
• Assist with project kickoff meetings.
• Coordinate insurance certificates and contractor registrations.
• Assist with permit applications and project setup.

Procurement & Material Management

• Issue purchase orders.
• Track long-lead equipment.
• Maintain procurement logs.
• Coordinate deliveries with vendors and field teams.
• Track material shortages and backorders.
• Maintain equipment and material documentation.

Submittal Administration

• Create and maintain submittal logs.
• Prepare and submit submittals.
• Track approval status.
• Distribute approved submittals to field personnel.
• Coordinate material releases.

RFI Administration

• Prepare and track RFIs.
• Coordinate responses with design teams and general contractors.
• Maintain response dates and aging reports.
• Communicate impacts to project managers and field personnel.

Change Order Administration

• Prepare change order requests and proposals.
• Maintain change order logs.
• Collect pricing backup and documentation.
• Track from approval to execution

Closeout & Warranty

• Assemble closeout packages.
• Coordinate O&M manuals and warranties.
• Maintain punch list documentation.
• Assist with project turnover to warranty.
• Support warranty administration and service documentation.

Administrative Responsibilities

• Schedule meetings and prepare meeting minutes.
• Maintain contractor registrations.
• Maintain business licenses and insurance documentation.
• Prepare reports and dashboards.
• Support executive management and operations staff as needed.

Software Proficiency

• Microsoft Office (Excel, Word, Outlook)
• Procore
• Autodesk Build / PlanGrid (preferred)
• Bluebeam Revu
• Adobe Acrobat

Required Qualifications

• High school diploma required; associate or bachelor's degree preferred.
• Minimum 2 years of construction administration experience preferred.
• Experience in electrical or multifamily construction strongly preferred.
• Strong organizational and communication skills.
• Ability to assist with multiple projects and deadlines.

Performance Expectations (KPIs)

• 100% of project logs maintained.
• Submittals and RFIs processed within company standards.
• Zero missed billing deadlines.
• Accurate document control and filing.
• Timely closeout and warranty turnover.
• Excellent customer and vendor communication. (phone, email etc)