Assistant Project Manager (APM)

Job Description

Job Description:\n\nDescription:\nModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, Virgina and New Jersey. With over 200 employees, and a fleet of over 160 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help building owners and facility managers control building environments and operating costs.\n\nThe Assistant Project Manager – Mechanical supports the Project Manager in the successful execution of commercial mechanical projects, including HVAC, plumbing, piping, controls, and related building systems.\n\nThis position assists with project coordination, scheduling, procurement, submittals, documentation, subcontractor and vendor coordination, field communication, change orders, billing, and project closeout.\n\nThe Assistant Project Manager works closely with Project Managers, estimators, field supervisors, technicians, engineers, general contractors, subcontractors, vendors, and customers to ensure projects are completed safely, on schedule, within budget, and in accordance with contract requirements.\n\nThis leader partners closely with Service, Sales, Operations, & Human Resources, to deliver high-quality results while building high-performing teams aligned with ModernControls’ core values and Orion’s operating framework.\n\nEssential Functions & Responsibilities:\n\nAssist the Project Manager with the day-to-day administration and coordination of assigned mechanical projects.\nMaintain organized project files, documentation, correspondence, and records.\nReview project plans, specifications, contracts, and related documents.\nTrack project milestones, deliverables, and deadlines.\nAssist with project start-up and ensure required documentation is established.\nPrepare meeting agendas, notes, action items, and follow-up documentation.\nMaintain project logs and status reports.\nCommunicate project requirements and updates to internal and external stakeholders.\nFollow up on outstanding project-related items to ensure timely completion.\n\nProject Scheduling\nAssist the Project Manager in developing and maintaining project schedules.\nCoordinate project activities with field personnel, subcontractors, vendors, customers, and other contractors.\nTrack material lead times and delivery dates.\nMonitor project milestones and identify potential scheduling conflicts.\nCommunicate schedule changes to appropriate personnel.\nAssist in coordinating manpower, equipment, materials, inspections, and other project requirements.\nIdentify potential delays and communicate them to the Project Manager.\n\nProcurement & Material Coordination\nAssist with procurement of equipment, materials, and project-specific items.\nObtain and compare vendor quotes as directed.\nPrepare purchase orders and procurement documentation.\nTrack equipment and material orders from purchase through delivery.\nMonitor long-lead equipment and materials.\nCoordinate delivery requirements with the field team.\nIdentify procurement issues that could affect project schedule or budget.\nVerify materials and equipment are consistent with project requirements.\n\nSubmittals, RFIs & Technical Documentation\nAssist with preparation, review, tracking, and distribution of submittals.\nCoordinate equipment and material submittals with vendors and suppliers.\nTrack submittal approvals and outstanding items.\nAssist with preparation and tracking of Requests for Information (RFIs).\nCoordinate technical questions between the field, engineering/design teams, vendors, and Project Manager.\nMaintain accurate logs of RFIs, submittals, approvals, and revisions.\nHelp ensure current drawings, specifications, and approved documents are available to the project team.\n\nField Coordination\nMaintain regular communication with field supervisors, foremen, technicians, and project personnel.\nAssist with coordination of field activities and project requirements.\nParticipate in jobsite meetings as needed.\nConduct jobsite visits to monitor progress and identify coordination issues.\nAssist in resolving material, scheduling, documentation, and logistical issues affecting the field.\nCommunicate field conditions and concerns to the Project Manager.\nHelp coordinate work with general contractors, subcontractors, and other trades.\nEnsure field personnel have the information and materials necessary to perform their work.\n\nProject Cost & Budget Support\nAssist the Project Manager in monitoring project costs against budget.\nTrack labor, material, equipment, subcontractor, and other project costs.\nReview purchase orders and invoices for accuracy.\nAssist with job-cost reporting and forecasting.\nIdentify potential cost overruns and communicate concerns to the Project Manager.\nAssist with maintaining project financial documentation.\nSupport monthly project forecasting and financial reviews.\n\nChange Orders & Scope Management\nAssist in identifying work that is outside the original contract scope.\nDocument potential change-order conditions.\nGather labor, material, subcontractor, and equipment information required for change-order pricing.\nAssist with preparation and tracking of change-order proposals.\nTrack change-order approvals and status.\nCommunicate approved changes to appropriate internal personnel.\nHelp ensure field work is performed in accordance with approved scope and contract requirements.\nMaintain accurate change-order documentation.\n\nBilling & Accounts Receivable Support\nAssist the Project Manager with monthly project billing.\nPrepare or compile information required for progress billing.\nTrack approved change orders and their inclusion in billing.\nAssist with collection and organization of required billing documentation.\nMonitor outstanding invoices and communicate potential billing issues.\nCoordinate with accounting to resolve project-related billing discrepancies.\n\nQuality Control & Project Compliance\nAssist in ensuring project work complies with contract documents, specifications, codes, and company standards.\nTrack required inspections, testing, commissioning, and approvals.\nAssist with documenting deficiencies and corrective actions.\nCoordinate with field personnel to address quality issues.\nMaintain required project documentation.\nSupport project turnover and commissioning activities.\n\nCustomer & Contractor Communication\nMaintain professional communication with customers, general contractors, subcontractors, vendors, and other project stakeholders.\nRespond to project-related questions within the scope of responsibility.\nEscalate issues requiring Project Manager involvement.\nMaintain timely follow-up on commitments.\nAssist with customer and contractor meetings.\nDevelop positive working relationships while protecting the company's contractual and financial interests.\n\nProject Closeout\nAssist the Project Manager with project closeout activities.\nTrack completion of punch-list items.\nCollect operation and maintenance manuals, warranties, test reports, and other closeout documents.\nAssist with as-built documentation.\nCoordinate final inspections and commissioning documentation.\nAssist with obtaining project sign-offs and acceptance.\nEnsure outstanding project documentation and financial items are completed.\nSupport final billing and project turnover.\n\nSafety & Risk Management\nSupport and promote company safety policies and procedures.\nCommunicate safety-related concerns to appropriate management.\nAssist in identifying project risks and potential issues.\nEnsure project documentation reflects required safety and compliance requirements.\nParticipate in safety meetings and jobsite activities as required.\n\nBuilding Systems & Technical Development\nDevelop working knowledge of commercial HVAC, plumbing, piping, controls, and building automation systems.\nDevelop the ability to interpret mechanical drawings, specifications, schedules, and equipment documentation.\nLearn project-specific requirements and construction processes.\nDevelop familiarity with applicable mechanical codes, standards, and industry practices.\nWork with experienced Project Managers and field personnel to develop technical and project-management knowledge.\n\nGeneral Duties\nMaintain accurate and organized project records.\nAttend company, project, and customer meetings as required.\nSupport company policies, procedures, and standards.\nMaintain professional relationships with customers, vendors, subcontractors, and employees.\nPerform other duties and responsibilities as assigned.\n\nWe are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.\nWe believe that the Service we provide, the Technology we offer and the Craftmanship we stand behind are the pillars that define us.Requirements:\nMinimum Qualifications\n\nHigh school diploma or GED required; associate's or bachelor's degree in Construction Management, Engineering, Business, or a related field preferred.\n1–3 years of experience in construction, HVAC, mechanical contracting, project coordination, or a related field preferred.\nBasic understanding of construction project management, scheduling, budgeting, and documentation.\nAbility to read and interpret construction drawings, specifications, and project schedules.\nProficiency in Microsoft Office, particularly Excel, Outlook, and Word.\nStrong organizational, communication, and problem-solving skills.\nAbility to manage multiple assignments and competing deadlines.\nValid driver's license and ability to travel to project sites as required.\n\nKey Job Responsibilities\n\nAssist Project Managers with daily project coordination, scheduling, and execution.\nTrack project budgets, labor hours, material costs, and overall progress.\nCoordinate with field supervisors, subcontractors, vendors, and customers.\nAssist with purchase orders, submittals, RFIs, change orders, and project documentation.\nMonitor project milestones and communicate potential delays or concerns.\nSupport material procurement and equipment delivery coordination.\nParticipate in project meetings and site visits.\nEnsure project activities follow company safety policies and quality standards.\nAssist with project closeout documentation and customer turnover.\n\nPreferred Qualifications\n\nExperience in commercial HVAC, mechanical construction, or BAS projects.\nFamiliarity with project management software such as Procore, Autodesk Construction Cloud, or similar platforms.\nUnderstanding of construction contracts, job costing, and change order processes.\nOSHA 10 certification preferred.\nExperience working directly with field technicians, foremen, or construction supervisors.\n\nCore Competencies\nAccountability | Communication | Organization | Teamwork | Safety Awareness | Financial Awareness | Problem Solving\n\nModernControls offers a competitive employee benefits package designed to support employees and their families, promote financial security, and encourage long-term career growth.\n\nHealth & Wellness Benefits\n100% Employer-Paid Medical Insurance: ModernControls covers the full medical insurance premium for eligible employees, including eligible spouses and dependent children.\nHealth Savings Account (HSA): Available to eligible employees enrolled in a qualifying health plan, with employer contributions.\nShort-Term Disability (STD): Income protection for eligible employees who are unable to work due to qualifying medical conditions.\nPaid Family & Medical Leave (PFML): Employer-paid coverage for eligible employees, subject to applicable state requirements and plan provisions.\nCompany-Paid Life Insurance: $50,000 in basic life insurance coverage for eligible employees.\nRetirement & Financial Benefits\n401(k) Retirement Plan: Safe Harbor employer contribution structure:\n100% match on the first 3% of eligible compensation contributed.\n50% match on the next 2% contributed.\nMaximum employer match of 4% when the employee contributes at least 5%.\n\nPaid Time Off\nFor eligible non-union employees:\n120 hours (15 days) of PTO annually, front-loaded.\nPTO eligibility begins after a 90-day waiting period.\nUp to 40 hours of unused PTO may carry over into the following year.\nPTO balances reset annually on January 1, subject to the carryover policy.\nEmployee Recognition & Career Development\nEmployee of the Month and Technician Recognition Awards.\nSafety recognition programs and achievement awards.\nSpot bonuses for exceptional contributions.\nInternal advancement and professional development opportunities.\nSafety training and job-related skills development.\n\nAdditional Benefits\nDental and vision insurance.\nPaid holidays.\nLong-term disability insurance.\nTuition reimbursement for eligible positions.\nEmployee referral programs.\nFlexible schedules for certain positions.