Project Manager Assistant

Job Description

Job Description

Position Overview:

The Project Manager Assistant plays a critical role in our design/build firm by supporting the Project Manager in organizing, documenting, and coordinating all administrative aspects of construction projects. This role requires strong organizational skills, attention to detail, and effective communication to ensure timely and accurate execution of purchase orders, jobsite logistics, data tracking, and budget support. The Project Manager Assistant serves as a key liaison between the field, vendors, design team, and project management to keep projects running smoothly.

General Responsibilities:

Procurement and Purchase Order Support:

• Collaborate with the Project Manager and design team to identify required construction-related items and discretionary selections for each project.
• Generate purchase orders based on material takeoffs, selections, and approved subcontractor bids.
• Track and manage purchase order statuses to ensure timely procurement and delivery of materials and services.
• Coordinate with vendors to resolve delivery issues, verify quantities and quality, and ensure alignment with project schedules.
• Maintain organized documentation for all purchase orders, delivery receipts, and invoices.

Job Data Management & Administrative Support:

• Maintain accurate, up-to-date records of each job, including selections, schedules, permits, and inspection logs.
• Input and manage data within Buildertrend and internal systems related to budget performance, scheduling slip, and job progress.
• Track jobsite photos, progress reports, subcontractor updates, and internal notes for consistent documentation and reporting.
• Assist the Project Manager in preparing materials for internal meetings, client updates, and billing reports.

Scheduling & Logistics Coordination:

• Work with vendors to schedule material deliveries and ensure proper jobsite drop-off logistics.
• Collaborate with subcontractors and supervisors to confirm scheduled tasks and adjust for changes in the field.
• Identify scheduling conflicts or risks and notify the Project Manager proactively.

Inventory Management (As Needed):

• Help maintain jobsite or warehouse inventory of frequently used construction materials and tools.
• Assist in organizing and labeling materials for efficient storage and accessibility on active jobs.

Field Support & Communication:

• Make occasional jobsite visits to gather documentation, verify deliveries, and support coordination efforts.
• Support communication with suppliers and subcontractors to relay changes, schedule updates, or quality concerns.
• Collaborate with supervisors and the Production Assistant to uphold safety, delivery, and training standards.

Qualifications:

• Previous experience in construction coordination, project administration, or a similar role preferred.
• Strong organizational and time management skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Buildertrend (or similar project management software), Google Workspace, and Microsoft Office Suite.
• Understanding of construction processes, materials, and vendor coordination.
• Ability to multitask and work collaboratively in a fast-paced environment.