Project Management Assistant

Sprinkler Project Management Assistant

Location: Duluth, MN

For 100 years, Viking Fire Protection Group has built a reputation for excellence in the design, installation, service, and maintenance of fire protection systems. Our project experience is national, our specialized capabilities are extensive, and we take pride in investing in our people and our business. We are focused on delivering world-class service, growing lasting customer relationships, and creating opportunities for team members who are driven to excel.

The Project Management Assistant supports the Service Manager, Project Managers and field team by quoting work, helping coordinate project activities, maintain documentation, track schedules, and communicate updates to internal and external stakeholders. This role assists with organizing project files, materials, preparing reports, monitoring budgets and change orders, scheduling meetings, and following up on action items. The ideal candidate is organized, detail-oriented, able to manage multiple priorities, and communicates effectively in a fast-paced construction or service environment.

Responsibilities:

• Create an environment of high professionalism, integrity, honesty, quality, and success
• Honor all schedules and commitments
• Coordinate labor schedules with contract and inspection segments
• Provide mentorship and training to segment team members
• Answer incoming service requests via the phone and email
• Interact with customers on many levels, including scheduling, project management, conflict resolution and sales opportunities
• Fully execute awarded service work by ordering material, scheduling with customer and field team, billing, and collections, as necessary
• Coordinate all parts and equipment needed to perform sprinkler service and contract work
• Manage quotes and contracts to maintain costs and profitability
• Weekly WIP reports to ensure proper margins
• Work closely with the inspection coordinator to create accurate deficiency proposals for work
• Ensure deficiencies are quoted in a timely manner (48hr turnaround)
• Maintain and strengthen safety culture standards (Safety audits, LMS, annual safety day in-person training agenda, Samsara, PPE tracking)
• Source and manage service work by leveraging customer relationships
• Build new customer relationships while nurturing existing relationships as well as increasing customer base in division area
• Work with the office and shop employees to maintain the correct quantities of printed materials and mechanical materials for service work
• Other duties as assigned and as the business needs adjust.

What makes someone successful in this role?

• Constant pursuit of excellence on behalf of our customers, meeting and exceeding their expectations, creating a simple, worry-free, and effortless experience.
• A relentless pursuit of knowledge about emerging technologies in the life safety industry, including updated policies and regulations in your market.
• Regularly participating in the Learning and Development opportunities available through VFPG and API Group.

Requirements:

• Prior work as an Office/Administrative Assistant or similar
• Ability to work independently and with proficiency in the Microsoft Office suite.
• Strong oral and written communications skills; ability to professionally communicate with all levels of leadership, customers, and employees.
• Strong organizational skills, multi-tasking skills, ability to be resourceful and proactive when completing duties
• Willingness to assist with miscellaneous projects as needed.
• Education: High school diploma or equivalent.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear for up to 8 hours in any shift.
• The employee is frequently required to sit; stand; walk for up to 8 hours in any shift.
• The employee will use hands to finger, handle or feel; and reach with hands and arms and have constant use of overall vision (or with the use of adaptive equipment/technology) for up to 8 hours in any shift.
• The employee must occasionally lift or move office products and supplies, up to 20 pounds.
• The employee must occasionally crawl, squat, climb, kneel, or bend throughout shift.

Pay Range:

• $45k to $60k Annually, Depending on experience and work history

EEO statement/Affirmative Action:

• Viking Fire Protection Group is an equal opportunity employer and does not discriminate on the basis of religion, disability, protected veteran status, age, sex, race, color, national origin, or any other characteristic protected by law.
• Viking Fire Protection Group complies with federal and state disability laws and will make reasonable accommodations for applicants and qualified employees with disabilities. If you wish to request reasonable accommodations to participate in the job application or interview process, please contact us.