Assistant Project Manager - Construction

Assistant Project Manager

The Project Engineer / Assistant Project Manager (PE/APM) supports the Construction team in delivering multi-site fitness club TI projects on schedule, on budget, and to VASA design standards. Operating in an owner-side capacity, the PE/APM partners with Project Managers to drive day-to-day execution: coordinating with GCs, architects, vendors, and landlords; managing project documentation and financial controls; tracking schedule progress; and owning critical closeout workstreams including GC pay applications, landlord TI reimbursement packages, lien waivers, and punch list completion.

This role is a launch pad for a Project Manager track at VASA. The PE/APM gains direct exposure to executive stakeholders, program-level initiatives (cost reduction, schedule compression, design standardization), and the full lifecycle of national TI delivery.

Key Responsibilities and Competencies

Project Administration & Documentation

• Maintain project records, drawings, RFIs, submittals, change orders, and meeting minutes in Procore as the single source of truth across all assigned projects.
• Lead weekly Owner / Architect / Contractor (OAC) calls set agendas, capture minutes, distribute action items, and follow through to closure.
• Coordinate distribution and version control of construction documents, ASIs, and bulletins between architects, GCs, and internal stakeholders.
• Assist with interpretation of drawings and specifications; route RFIs and design questions between the field and the design team for timely resolution.

Financial Controls & Pay Applications

• Track GC pay applications against approved schedules of values; verify lien waiver compliance (conditional and unconditional, primary and lower-tier) before processing.
• Prepare monthly landlord TI reimbursement draw packages assemble invoices, lien waivers, inspection reports, and required certifications per each lease's TI provisions; coordinate with Accounting and Legal on submission and follow-through to receipt of funds.
• Maintain the project cost log and forecast tool; flag budget variances and contingency draws to the PM in real time.
• Process change order requests (CORs): validate scope and pricing, route for internal approval, and execute through Procore.
• Support lump-sum contract administration, including reconciliation of GC General Conditions, allowances, and savings.

Schedule, Procurement & Field Coordination

• Assist in development and weekly maintenance of the master project schedule; track milestone variances and critical-path risks.
• Manage owner-furnished equipment (OFE) procurement and delivery fitness equipment, AV, signage, FF&E coordinating lead times against the construction schedule.
• Coordinate field-initiated purchasing and expedite long-lead items to prevent schedule slippage.
• Participate in jobsite walks, pre-installation meetings, and quality control inspections; document deficiencies and confirm resolution.

Permitting & Jurisdictional Coordination

• Support permit applications and Authority Having Jurisdiction (AHJ) coordination using VASA's permitting platform (Pulley) and direct GC engagement.
• Track permit milestones and inspection sign-offs (rough-in, mid-construction, final, health, fire) through CO issuance.
• Help drive program-level permitting time reductions through documentation standardization and submission quality control.

Closeout & Turnover

• Drive punch list compilation and closure across architectural, MEP, and equipment scopes.
• Assemble closeout documentation: as-builts, O&M manuals, warranties, training records, attic stock, and final lien releases.
• Coordinate operational turnover to the Operations team equipment commissioning, life-safety verification, and day-one readiness.
• Support post-CO landlord TI reimbursement to full collection; reduce backlog of outstanding TI dollars through milestone-linked submission discipline.

Qualifications

Required

• Bachelor's degree in Construction Management, Civil or Structural Engineering, Architecture, or related field or equivalent demonstrated experience.
• 2--5 years of commercial construction experience (TI, retail, hospitality, multi-unit rollout, or similar). Owner's-rep, GC, or developer-side experience all welcome.
• Demonstrated proficiency with Procore (project records, financials, RFIs, submittals, change events) and Bluebeam (drawing markup, takeoffs, document comparison).
• Strong Excel skills comfortable working in structured budget templates, schedule of values, and cost-tracking workbooks (formulas, lookups, pivot tables).
• Working knowledge of AIA pay application workflows (G702/G703), lien waiver compliance, and standard commercial construction contract structures.
• Exceptional attention to detail with the discipline to keep records accurate, current, and audit-ready.
• Clear, professional written and verbal communication; comfortable interfacing with executives, GCs, architects, and landlords.
• Valid driver's license and willingness to travel to active project sites (up to 30%).
• Successful completion of pre-employment substance abuse screening and background check.

Preferred

• Direct experience on TI buildouts in fitness, retail, restaurant, or other multi-unit operator portfolios.
• Experience preparing and submitting landlord TI reimbursement packages and resolving lease-driven funding disputes.
• Familiarity with Asana or comparable task/workflow tools for managing distributed program activity.
• Exposure to GMP contract structures, owner-direct buyout strategies, or vendor / national account programs.
• Experience with permitting platforms such as Pulley, or with municipal e-permitting portals across multiple jurisdictions.
• OSHA 10 or OSHA 30 certification.

Tools & Systems

• Project Management: Procore (primary), Asana, Microsoft Project or Smartsheet
• Drawing & Document Control: Bluebeam Revu, Adobe Acrobat
• Financial: Excel-based estimator and cost tracking templates, AIA G702/G703 workflows
• Permitting: Pulley, municipal e-permit portals
• Productivity: Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint)

How Success Is Measured

• On-time, on-budget delivery of assigned projects against the program 20-week target buildout schedule.
• Reduction in days-to-collect on landlord TI reimbursements and measurable decrease in outstanding TI receivable backlog.
• Punch list closure within target days of substantial completion.
• Procore data quality completeness, currency, and audit-readiness across all assigned projects.
• Stakeholder feedback from PMs, GCs, landlords, and operations partners.

Core Competencies

• Ownership Mentality moves issues to resolution without being asked twice.
• Solution-Forward Communication raises problems with proposed paths forward, in writing and on calls.
• Process Discipline treats documentation, lien waivers, and pay app workflows as non-negotiable.
• Cross-Functional Coordination navigates across Construction, Real Estate, Operations, Accounting, and Legal.
• Bias for Standardization looks for repeatable patterns across the portfolio and contributes to program-level improvements.

Working Conditions

Primary work is performed in a combination of corporate office, hybrid remote, and active construction site environments. Employees may be exposed to varying weather conditions, construction noise, dust, uneven surfaces, and active jobsite activity. The role requires regular travel to project sites and interaction with contractors, vendors, landlords, and internal stakeholders. Appropriate personal protective equipment (PPE) must be worn and all site safety requirements must be followed while visiting active construction sites.

Physical and Mental Activities and Requirements

• Talking: Frequently communicate detailed project information, instructions, and updates with contractors, consultants, vendors, landlords, and internal stakeholders.
• Physical Strength: Ability to sit, stand, walk, climb stairs, and navigate active construction sites, including uneven surfaces, ladders, and lifts. Must be able to lift, push, pull, and move up to 25 pounds, including drawing sets, equipment samples, and project materials.
• Travel: Ability to travel by air and automobile to project markets throughout the United States up to 30% of the time.
• Reasoning Ability: Ability to analyze project information, manage multiple priorities, solve problems, and make sound decisions in a fast-paced environment with changing priorities.
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