Operations - Assistant Project Manager

Assistant Project Manager

The Assistant Project Manager supports Field Operations by performing high-volume data entry, maintaining project records, and producing accurate reports using Microsoft Office applications. This role is primarily focused on entering, validating, organizing, and reporting project and financial data throughout the project lifecycle. The ideal candidate is highly detail-oriented, proficient in Microsoft Excel and other Office tools, and comfortable working with large datasets while supporting Project Managers, Accounting, and Operations with accurate and timely information.

Attributes of Ontivity, Legacy Division

Stable – Broad customer base with long-term relationships allowing you to keep working

Safe – Your wellbeing is our top priority and primary value

Competitive – Competitive Pay, OT Opportunity, Travel Compensation, Comprehensive benefits

Resourceful – Quality Equipment, Current Technology, and Access to learn from seasoned professionals across a network of companies

Career Focused – We invest in you through technical and safety training

Recourse – Multiple disciplines that allow you opportunity to expand your skills and multiple locations that provide opportunity to work where we are at and you want to be

Meaningful – Your work impacts every American and every other critical infrastructure field

Key Responsibilities

Accurately enter, update, and maintain project, financial, and operational data using Microsoft Excel, Access, and internal systems

Set up and maintain detailed project records, ensuring data accuracy, consistency, and completeness

Create and maintain Excel spreadsheets to track budgets, costs, invoicing, backlog, unsupported revenue, and underbillings

Compile, format, and distribute routine project and financial reports using Microsoft Excel, Word, and PowerPoint

Assist with preparing and updating weekly invoicing projections and financial forecasts based on data provided by Project Managers

Support preparation and finalization of the monthly construction work-in-progress (WIP) report

Perform data validation, reconciliation, and error correction to ensure data integrity across systems

Assist Accounting with data entry related to vendor purchase orders, invoices, and discrepancy resolution

Monitor accounts receivable data for assigned projects to ensure invoices are approved and paid according to customer terms

Prepare data summaries, spreadsheets, and supporting documentation for project and financial review meetings

Respond to data requests from Operations, Accounting, and leadership in a timely and accurate manner

Maintain organized digital files, spreadsheets, and documentation to support audits and reporting needs

Identify opportunities to improve data entry processes, reporting efficiency, and spreadsheet accuracy

Perform other administrative, data-focused, and reporting duties as assigned

Physical Demands:

Must pass pre-employment screening that includes background, drug testing and motor vehicle report. Participate in random UA testing program

Occasionally required to lift or move up to 25 pounds and frequently lift or move up to 10 pounds

Position requires working in indoors in a professional office atmosphere sitting for long periods of time

Not a safety sensitive position

Minimum Qualifications

Strong data entry skills with a high degree of accuracy and attention to detail

Proficiency in Microsoft Office applications, with advanced skills in Microsoft Excel

Experience creating, maintaining, and analyzing spreadsheets and reports

Working knowledge of Microsoft Word and PowerPoint for documentation and presentations

Experience with Access, QuickBase, or other database systems preferred

Basic understanding of accounting concepts, WIP, and percentage-of-completion revenue recognition preferred

Strong organizational, time-management, and problem-solving skills

Ability to manage multiple data requests and meet deadlines independently

Clear written and verbal communication skills

Position Type & Expected Hours

Full-time position

Monday through Friday, 8:00 a.m. to 5:00 p.m.

Occasional overtime and schedule flexibility may be required

Education & Experience

High School Diploma or GED required

Bachelor's degree preferred

Three years of relevant experience in data entry, reporting, project support, or a related role preferred

Our Benefits:

Health, dental, and vision plans (for team members and their families)

Financial planning through our 401(k) program

Additional benefits including life and disability insurance

Holiday and paid time off

EEO Statement

Ontivity, Legacy Division provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability and genetics. In addition to federal law requirements, Ontivity, Legacy Division complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Ontivity, Legacy Division expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information disability or veteran status. Improper interference with the ability of Ontivity, Legacy Division's employees to perform their job duties may result in discipline up to and including discharge.