Project Manager Assistant (Onsite)

Job Description

Job Description

Role Overview:

As a Project Manager Assistant, you will be assisting in all project related activities. During the various stages of a project, you will be engaged for several items by your Project Manager (PM). As part of the project management team, it will be your responsibility to keep in constant communication with your PM. This may result in daily coordination meetings, EOD status updates and pass-downs.

Industrial Design expects their PMA’s to take the initiative in making decisions that are productive and help achieve project completion in coordination with the PM’s expectation.

Projects:

As a PMA in projects your scope for a project will revolve around completing the pre-determined design scope as well as ancillary documentation related to completing the project. Items you will be assisting in are:

• Project set up (i.e. design folders, backgrounds, customer requests)
• Milestone deliverables
  1. QA/QC of deliverables
  2. Communications
• Micro schedules to help maintain a project on track.
• Maintaining projects Smartsheet/ reports
• Accounting for your projects
  1. Sub-contractor fees
  2. Invoicing schedule for sub-contractor/ customer to be provided to the accounting department.
  3. Change orders.
  4. Hour allocations for team members.
• Maintaining customer service agreements (i.e. RFI/ Submittal durations)
• Attending field walks

The day to day will require coordination with team members allocated to your PM and your PM. With your PM you will need to follow up on: 

• AR’s
• Meeting minutes
• Scheduling meetings
• Preparing deliverable communication
• Schedule updates based on impacts.
• Giving access to team members for design folders
• Status of any tasked items

With your team members you will assist in the following coordination items:

• Schedule clarifications
• Project resources
• Allocations to job codes and design project locations

As design progresses you will participate in: 

• Client coordination meetings (i.e. workgroup meetings)
• Internal coordination meetings
• Discipline coordination meetings
• Meeting minute notation
• Design reviews

Construction Administration

During the construction phase of a project. Our completed package is given to a general contractor to onboard trades for construction. During this phase of a project, we will receive Request for Information (RFI) and Submittals (verification of items being purchased per spec). An incorrect RFI or submittal could exponentially affect a project and should be taken as seriously as design. 

Your main responsibilities is to follow up on the following communications

• Review RFI’s
• Review Submittals
• Attend OAC Meetings
• Attend Field walks.
• Attend Design validation and sight observation walks.
• Verify your design package changes are being recorded for record sets.

SDC’s are handled in coordination with our construction administration team. They are there to help our teams focus on the important items and stay on track with pre-determined deliverable durations.

Industrial Design offers full benefits including Health/Dental/Vision insurance (single and family), PTO, Paid Holidays and 401k.

Affirmative Action/EEO statement – Industrial Design recruits, hires, employs, trains, promotes, and compensates individuals based on job-related qualifications and abilities. Industrial Design is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or any other status protected by law.

Applicants please note: This position requires US work authorization, and we are not looking for out of country/outsourced support or remote workers of any kind. This opening is for local candidates residing in the metro phoenix area or those willing to self-relocate to this area only. All positions listed are full time in office roles with no opportunity for hybrid or work from home accommodations. If you are looking to work remote, please do not apply.

All Staffing Agencies please take note:

Industrial Design LLC will not accept unsolicited resumes or applications from any person/source other than directly from an individual candidate. All unsolicited resumes or applications provided to Industrial Design LLC by any method (Postal mail, Email Fax or Text), including directly to Industrial design by courier or personal delivery will be considered as property of Industrial Design LLC. Industrial Design will never pay a fee or commission for any hiring resulting from the receipt of an unsolicited resume or application. Any submission of an unsolicited resume or application which has delivered to Industrial Design which originates from an agency will be considered to have been referred by the agency free of any charges, fees or commissions. All agencies must obtain written approval from Industrial Design’s Principal, in advance, prior to submission any resumes or applications. Submissions then will only be permitted in conjunction with a fully executed service contract in place between the agency and Industrial Design LLC; service contracts will be specific to exact job openings only. Industrial Design LLC will not pay a fee or commission to any agency or agent that does not have a valid service agreement in place prior to communications related to the open position and potential candidate for that position. Agency agreements must be signed by the Principal member of Industrial Design LLC to be valid, no other Industrial Design LLC employee, representative or member is authorized to bind Industrial Design LLC to any agreements or contracts, written or verbal, regarding the placement of employment candidates by any agency or agent; these aforementioned conditions included any full time, part time, contract, temp to hire and staff augmentation position within Industrial Design LLC.