Project Manager Assistant

Position Summary

The Project Manager Assistant provides administrative, operational, and recruiting support to Project Managers and field leadership teams. This position plays a critical role in maintaining project organization, coordinating personnel needs, assisting with project documentation, supporting budget and schedule tracking, and helping recruit qualified construction personnel.

The Project Manager Assistant serves as a communication link between Project Managers, Superintendents, field employees, subcontractors, vendors, and company leadership to ensure projects are staffed appropriately, documented accurately, and executed efficiently.

Key Responsibilities

A. Project Administration Support

Responsibilities

• Assist Project Managers with daily project administration activities
• Maintain project files, contracts, permits, correspondence, and documentation
• Prepare meeting agendas and record meeting minutes
• Track project deadlines, milestones, and deliverables
• Assist with project closeout documentation
• Maintain organized digital and physical project records

Performance Standards

• Project documents are accurately maintained and easily accessible
• Meeting notes and action items are distributed promptly
• Administrative tasks are completed accurately and on schedule

B. Budget and Cost Control Support

Responsibilities

• Assist with tracking project costs and budget performance
• Enter and maintain cost reports, purchase orders, and budget information
• Monitor invoice status and assist with coding accuracy
• Support monthly cost review meetings
• Track change orders and supporting documentation

Performance Standards

• Cost information is entered accurately and timely
• Invoice and documentation errors are minimized
• Budget reports are available when requested

C. Scheduling and Resource Coordination

Responsibilities

• Assist in maintaining project schedules and milestone tracking
• Coordinate project calendars, meetings, and planning sessions
• Track manpower assignments and equipment allocations
• Support resource planning between projects
• Communicate schedule updates to project stakeholders

Performance Standards

• Schedule information remains current and accurate
• Resource requests are processed promptly
• Project teams receive timely scheduling information

D. Recruiting and Staffing Coordination

Responsibilities

• Assist with recruiting skilled construction personnel, including operators, laborers, foremen, mechanics, truck drivers, and office staff
• Post job openings through company recruiting platforms, job boards, social media, and industry networks
• Review applications and identify qualified candidates
• Conduct phone screenings and initial candidate evaluations
• Schedule interviews with Project Managers and leadership personnel
• Maintain applicant tracking systems and recruiting databases
• Coordinate background checks, reference checks, and pre-employment requirements
• Assist with onboarding new employees
• Track staffing needs across active and upcoming projects
• Build relationships with trade schools, workforce development programs, and community organizations
• Attend career fairs, hiring events, and recruiting functions as needed
• Maintain a pipeline of qualified candidates for future staffing needs

Performance Standards

• Open positions are posted promptly
• Qualified candidates are identified efficiently
• Staffing requests are filled within established timelines
• Recruiting records remain accurate and organized
• Positive candidate experience throughout hiring process

E. Personnel Support and Employee Development

Responsibilities

• Assist Project Managers and Superintendents with manpower planning
• Maintain employee training and certification records
• Track workforce availability and project assignments
• Help coordinate employee onboarding and orientation
• Support employee development and training initiatives
• Monitor expiring certifications, licenses, and training requirements

Performance Standards

• Employee records remain current and compliant
• Training records are accurately maintained
• Staffing information is readily available for management

F. Communication and Coordination

Responsibilities

• Serve as a point of contact between field personnel, Project Managers, and office staff
• Coordinate communication regarding staffing, scheduling, and project needs
• Assist in distributing project updates and reports
• Support collaboration among multiple project teams
• Maintain professionalism when interacting with clients, vendors, employees, and subcontractors

Performance Standards

• Communications are timely and professional
• Information is distributed accurately
• Positive working relationships are maintained across departments

G. Reporting and Documentation

Responsibilities

• Prepare weekly and monthly project reports
• Assist with equipment utilization reporting
• Track manpower reports and staffing forecasts
• Maintain recruiting and hiring metrics
• Support preparation of project status reports for leadership review

Performance Standards

• Reports are submitted on time
• Information is accurate and reliable
• Documentation supports effective decision-making

Qualifications

Education & Experience

• Associate degree preferred
• Equivalent construction administration or recruiting experience may be substituted
• 2 years of administrative, recruiting, construction, or project coordination experience preferred
• Experience in heavy civil construction, excavation, utility, site development, or infrastructure projects preferred

Skills & Competencies

• Strong organizational and time-management skills
• Knowledge of Microsoft Office Suite and project management software
• Excellent verbal and written communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail
• Recruiting and interviewing, experience preferred
• Ability to maintain confidentiality and professionalism

Work Environment

• Primarily office-based with frequent interaction with field staff and project teams
• May include occasional visits to job sites or other company locations
• Fast-paced, team-oriented environment within a growing construction organization

Key Attributes for Success

• Open positions filled within targeted timelines
• Candidate pipeline maintained for critical field positions
• Accuracy of project documentation and reporting
• Timely completion of administrative assignments
• Employee onboarding completion rates
• Training and certification compliance rates
• Staffing levels maintained to support project schedules
• Positive feedback from Project Managers, Superintendents, and employees

Compensation and Benefits

• Competitive salary
• Health, dental, and vision insurance available
• Employer Paid Life Insurance
• Voluntary Benefits Available such as Short and Long-Term Disability, Accident and Critical Care
• Paid time off and paid holidays
• Retirement plan options with employer matching; fully vested from origination