Operations - Assistant Project Manager

Summary
The Assistant Project Manager supports Field Operations by performing high volume data entry, maintaining project records, and producing accurate reports using Microsoft Office applications. This role is primarily focused on entering, validating, organizing, and reporting project and financial data throughout the project lifecycle. The ideal candidate is highly detail oriented, proficient in Microsoft Excel and other Office tools, and comfortable working with large datasets while supporting Project Managers, Accounting, and Operations with accurate and timely information.

Attributes of Ontivity, Legacy Division
1. Stable – Broad customer base with long-term relationships allowing you to keep working
2. Safe – Your wellbeing is our top priority and primary value
3. Competitive – Competitive Pay, OT Opportunity, Travel Compensation, Comprehensive benefits
4. Resourceful – Quality Equipment, Current Technology, and Access to learn from seasoned professionals across a network of companies
5. Career Focused – We invest in you through technical and safety training
6. Recourse – Multiple disciplines that allow you opportunity to expand your skills and multiple locations that provide opportunity to work where we are at and you want to be
7. Meaningful – Your work impacts every American and every other critical infrastructure field
Key Responsibilities

• Accurately enter, update, and maintain project, financial, and operational data using Microsoft Excel, Access, and internal systems
• Set up and maintain detailed project records, ensuring data accuracy, consistency, and completeness
• Create and maintain Excel spreadsheets to track budgets, costs, invoicing, backlog, unsupported revenue, and underbillings
• Compile, format, and distribute routine project and financial reports using Microsoft Excel, Word, and PowerPoint
• Assist with preparing and updating weekly invoicing projections and financial forecasts based on data provided by Project Managers
• Support preparation and finalization of the monthly construction work in progress (WIP) report
• Perform data validation, reconciliation, and error correction to ensure data integrity across systems
• Assist Accounting with data entry related to vendor purchase orders, invoices, and discrepancy resolution
• Monitor accounts receivable data for assigned projects to ensure invoices are approved and paid according to customer terms
• Prepare data summaries, spreadsheets, and supporting documentation for project and financial review meetings
• Respond to data requests from Operations, Accounting, and leadership in a timely and accurate manner
• Maintain organized digital files, spreadsheets, and documentation to support audits and reporting needs
• Identify opportunities to improve data entry processes, reporting efficiency, and spreadsheet accuracy
• Perform other administrative, data focused, and reporting duties as assigned

Physical Demands:

• Must pass pre-employment screening that includes background, drug testing and motor vehicle report. Participate in random UA testing program
• Occasionally required to lift or move up to 25 pounds and frequently lift or move up to 10 pounds
• Position requires working in indoors in a professional office atmosphere sitting for long periods of time
• Not a safety sensitive position

Minimum Qualifications

• Strong data entry skills with a high degree of accuracy and attention to detail
• Proficiency in Microsoft Office applications, with advanced skills in Microsoft Excel
• Experience creating, maintaining, and analyzing spreadsheets and reports
• Working knowledge of Microsoft Word and PowerPoint for documentation and presentations
• Experience with Access, QuickBase, or other database systems preferred
• Basic understanding of accounting concepts, WIP, and percentage of completion revenue recognition preferred
• Strong organizational, time management, and problem solving skills
• Ability to manage multiple data requests and meet deadlines independently
• Clear written and verbal communication skills

Position Type & Expected Hours

• Full time position
• Monday through Friday, 8:00 a.m. to 5:00 p.m.
• Occasional overtime and schedule flexibility may be required

Education & Experience

• High School Diploma or GED required
• Bachelor’s degree preferred
• Three years of relevant experience in data entry, reporting, project support, or a related role preferred

Our Benefits:

• Health, dental, and vision plans (for team members and their families)
• Financial planning through our 401(k) program
• Additional benefits including life and disability insurance
• Holiday and paid time off

EEO Statement
Ontivity, Legacy Division provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability and genetics. In addition to federal law requirements, Ontivity, Legacy Division complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Ontivity, Legacy Division expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information disability or veteran status. Improper interference with the ability of Ontivity, Legacy Division’s employees to perform their job duties may result in discipline up to and including discharge.