Assistant Project Manager - Construction

Company Description Elm Electrical, Inc. is a diversified automation, construction, and electrical services provider serving customers throughout the Northeast since 1971. The company delivers a broad portfolio of solutions from a single source, including automated manufacturing and distribution systems, design and build construction services, machinery and mechanical solutions, and control panel assembly services. Elm Electrical also provides 24/7 service and support, emphasizing reliability and responsiveness for its clients. Team members collaborate across disciplines to deliver high-quality, customized solutions for industrial, commercial, and institutional customers.

Role Description The Assistant Project Manager - Construction is a full-time, on-site role based in Westfield, MA. The Assistant Project Manager will work closely with Project Managers and Superintendents to ensure successful planning, coordination, and execution of construction projects from pre-construction through closeout. This role will involve critical support functions including billing (AIA forms), accounts receivable, subcontractor management, and documentation control. The APM will provide support with the administration and organization of projects, competitive bid market activities, project purchase order reconciliation, subcontractor/staffing reconciliation and other related administrative duties, as required. The APM will work closely with the Project Managers to assure the overall quality, performance, scheduling and profitability goals are met. The APM will work with and under the direction of the Senior Project Manager. 

Qualifications

·        The successful candidate will possess Facility, Maintenance, and Customer Service experience and training in commercial or industrial business, minimum of five years’ experience in relevant field.  

·        Working knowledge of the construction trades is advantageous. 

·        Excellent leadership, problem solving, planning, and organizational skills are required. Ability to work within a team. 

·        Familiarity with construction and project management methodology 

·        Excellent written and verbal communication skills; ability to multitask 

·        Exceptional organizational and problem-solving skills, as well as keen attention to detail 

·        Ability to learn quickly and adapt to new processes 

·        Strong communications skills both written and verbal are required. Possess the ability to speak effectively with customers, vendors, and employees of the organization. 

· Strong mathematical skills are required to perform job functions. 

· Bachelor’s Degree in Construction Management, Engineering, Business, or related field preferred. 

·        2 years of experience in a construction project coordination or assistant project management role (GC experience preferred). 

·        Strong knowledge of AIA billing formats and construction accounting practices. 

·        Proficient in Microsoft Office Suite (Excel, Word, Outlook); experience with project management/accounting platforms a plus. 

·        Excellent communication, organizational, and multitasking skills. 

·        Ability to read and interpret construction drawings, specifications, and contracts. 

·        Strong attention to detail and ability to work under pressure in a fast-paced environment. 

Key Responsibilities: 

Project Administration & Coordination 

·        Assist with day-to-day project management tasks under the direction of the Project Manager. 

·        Coordinate project schedules, meetings, RFIs, submittals, and change orders. 

·        Maintain and track project documentation including contracts, submittals, drawings, and logs. 

·        Monitor project timelines and deliverables to ensure projects remain on schedule and within budget. 

Billing & Financial Management 

·        Prepare, review, and submit monthly AIA progress billing applications (G702/G703). 

·        Track accounts receivable and follow up with clients and project owners for timely payment. 

·        Collaborate with accounting to reconcile billing discrepancies and update financial tracking reports. 

·        Process subcontractor requisitions and ensure compliance with lien waivers and insurance requirements. 

Subcontractor Management 

·        Manage pre-qualification process for subcontractors including collection and review of financials, safety records, licenses, and insurance certificates. 

·        Issue and track subcontracts and purchase orders. 

·        Monitor subcontractor compliance and performance throughout the project lifecycle. 

Document Control & Compliance 

·        Ensure proper documentation and retention of contracts, RFIs, submittals, meeting minutes, safety records, and closeout documents. 

·        Assist in preparation of project closeout packages and warranties. 

·        Coordinate permit tracking and local jurisdictional compliance as needed. 

Communication & Team Collaboration 

·        Liaise with clients, subcontractors, architects, engineers, and internal staff to ensure alignment across all stakeholders. 

·        Attend jobsite meetings and assist with coordination between office and field staff. 

·        Provide general administrative and project support as needed to project teams. 

Assistant to the Project Manager 

·     Coordinate and assist PMs with multiple projects on multiple schedules 

·     Work with PM to complete and produce accurate Project Creation 

·     Set up Projects, Customers and Budgets in Vista 

·     Prepare and organize, under the direction of the PM, the necessary documentation for a successful kick off and execution of projects, to include the following 

o   Prepare Permit applications 

o   Procore project creation – if applicable 

o   Plans, specifications and addenda availability by print or electronically 

o   Submittals – if applicable 

o   Project scheduling, charting and administration 

o   Work with PMs to acquire, compare, and execute subcontractor quotes 

o   Purchase Order administration - Vista 

o   Change Order administration - Vista 

o   Close out documentation – if applicable 

o   Coordinate equipment and resources for projects as needed 

o   Work with Project Lead and staff team as needed 

o   Maintain current sets of construction documents throughout all phases of the projects 

·     Help PMs coordinate their employee evaluations 

·     Assist the PM with the coordination of initial proposals, schedules, budgets, and conflict resolution. 

Construction Competitive Bid Market Administration 

·        Provide administrative assistance to the management and coordination of the competitive bid market  

o   Attend bi-weekly Opportunity Review Meetings 

o   Provide administrative functions in Cosential to include the following 

§ Create and update companies, contacts and opportunities  

§ Input notes, attached documents and produce reports 

o   Prepare and coordinate all new opportunity documentation for LBD and Management evaluation 

§ Create locations on Info Server and Sharefile and distribute all documentation 

·        Plans and specs 

·        Bid Docs 

·        Addenda 

·        Bid date extensions 

o   Communicate with PM’s and Sr PM’s 

§ New opportunities to evaluate 

§ Upload and distribute all bid docs to PM’s 

§ Coordinate with PM’s daily with updates to current opportunities 

o   Review updates and perform data entry into Cosential  

§ Review biweekly open opportunity and bid due reports 

§ Update reports and data entry from meeting notes 

§ Follow up on all meeting notes 

o   Prepare all bid docs 

§ Submit request for bid bond 

§ Review project specifications and addenda, complete bid docs 

§ Submit bid docs electronically or arrange for hand deliver 

§ Research plan holders 

·        Verify GC’s bidding and obtain contact info 

·        Update in Cosential 

·        Coordinate with PM to deliver bid proposals to GC’s 

Purchase Order Reconciliation 

·     Review daily read out of outstanding job site remote Purchase Order requests 

·     Research if necessary, missing information on the PO requests 

·     Reconcile with vendors 

·     Enter into Vista to be applied to corresponding projects as directed 

Staffing Reconciliation 

·     Update 3^rd party man-loading data into Vista 

Miscellaneous Administrative Duties 

Perform a variety of clerical and phone support duties 

Demonstrate integrity by working with commitment, and honesty, acting in the best interests of colleagues and customers. Approach work in a collaborating and caring manner interacting with insight, sincerity, and compassion. Demonstrate accountability by delivering on commitments, owning mistakes as well as successes, and contributing to an empowering environment where the focus is on solving problems and learning from errors. Recognize and respect diversity in all forms. Strive for excellence in the fulfillment of ELM’s mission through quality, innovation, and continuous learning. Demonstrate initiative, flexibility, and openness to change. Keep current and proficient with necessary skills and knowledge. Self-identify training and development needs relevant to work area and responsibilities. Adhere to all applicable compliance requirements including but not limited to:  

·                    Complete required compliance training in a timely manner 

·                    Review Code of Conduct at least annually and promote and enforce ELM’s Code of Conduct 

·                    Promote and enforce ELM’s compliance program. 

·                    Adhere to ELM’s Policy & Procedures 

·                    Promptly, in good faith, report any instances of suspected fraud, waste, and abuse; suspected privacy and/or security incidents; or any compliance concerns identified. 

·                    Ensure confidentiality of customer and company proprietary information is maintained