What are the responsibilities and job description for the Project Management Assistant position at Data Link Technology Services?
We are seeking a highly organized full-time Project Management Assistant (PMA) to support our Project Managers and Operations team in delivering successful low-voltage and technology construction projects. You will be part of a fast-paced, collaborative team working on high-impact projects. This role is perfect for someone who thrives in a dynamic construction environment and wants to grow their career in project management.
Position Summary
The (PMA) plays a critical support role in organizing, tracking, and closing out low-voltage and technology construction projects. Acting as a liaison between field operations, accounting, procurement, and the general contractor’s (GC) project management platform (e.g., Procore), the PMA ensures projects stay on track and documentation is complete and accurate.
Core Responsibilities
Administrative / Coordination
- Maintain and update project folders, submittal logs, RFI logs, and change-order trackers within Procore or similar platforms.
- Track schedules, coordinate with vendors and subcontractors, and ensure timely delivery of materials and documentation.
- Verify all required permits, insurance certificates, drawings, and safety documents are current before field mobilization.
- Assist in weekly project meetings by preparing agendas, taking notes, and tracking action items to completion.
Financial / Documentation
- Support Project Managers in preparing budgets, purchase orders, and invoice coding using QuickBooks or ERP software.
- Track actual costs against estimates, flag discrepancies or potential overruns.
- Assist with monthly pay application packages, including backup documentation and lien waivers.
- Manage close-out documentation such as O&M manuals, as-builts, and warranty logs.
Communication
- Act as the point of contact for day-to-day coordination with GC project engineers, superintendents, and internal teams.
- Draft and send clear, professional emails, meeting notes, and project correspondence.
- Manage internal and external document approvals and track status through to completion.
Required Skills & Qualifications
- Experience: 1–3 years of experience supporting construction, electrical, or technology-related projects.
- Software Proficiency: Procore (or similar PM platforms), QuickBooks, Microsoft Excel, Outlook, and PDF markup tools.
- Organizational Skills: Ability to manage documentation and logistics for 15–30 active projects.
- Documentation Discipline: Familiar with maintaining accurate, auditable records.
- Communication: Strong written and verbal communication; detail-oriented with excellent follow-through.
Preferred Qualifications
- Familiarity with low-voltage systems, access control, or security system installations.
- Understanding of AIA contract documentation including submittals, RFIs, and change orders.
- Basic knowledge of Work-In-Progress (WIP) and cost-to-complete reporting.
Benefits
- Paid Time Off (PTO)
- Health, Dental, and Vision Insurance
Job Types: Full-time, Part-time
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person