Assistant Project Manager

Job DescriptionJob Description

General Responsibilities

• Work closely with clients, subcontractors, and internal team members to meet deadlines for projects in an efficient manner
• Conduct research as needed to assist in project decision making
• Generates and maintains Project matrixes for tracking various Project needs for analysis to senior management

1. Pre-Construction Responsibilities

• Assist with project setup help organize project files, drawings, contracts, and documentation.
• Support budgeting and estimating gather subcontractor bids, assist with quantity takeoffs, and help prepare the initial project budget. Coordinate with team to develop site logistics plans, phasing plans, etc.
• Coordinate design documents: work with architects, engineers, and consultants to ensure plans are complete and updated.
• Permitting support helps track permit applications, revisions, and approvals.

2. Construction Phase Responsibilities

• Subcontractor coordination:
  • Send out bid packages and manage RFI responses. The individual will be responsible for following up with the various parties until received or closed out
  • Help evaluate subcontractor proposals, file, add into project bid list
  • Assist with subcontractor onboarding and compliance paperwork (licenses, insurance, safety documents).
• Project scheduling support:
  • Update schedules (often in software like MS Project, Procore, or Primavera)
  • Track critical path activities and notify the PM of risks.
• Document control:
  • Maintain current drawing sets, specs, ASIs, RFIs, submittals, and shop drawings
  • Track and manage document logs to ensure timely approvals
  • Records meeting minutes and distributes action items
• RFI + submittal management:
  • Prepare and process RFIs and see through until closed out
  • Ensure submittals are reviewed and returned on schedule
  • Manage Procurement log and identify long lead items for priority
• Site coordination with field staff:
  • Work with the superintendent to resolve design or material issues
  • Attend OAC (Owner–Architect–Contractor), Trade Meetings, and internal Team Meetings
  • Generates trade-specific scopes of work for Sub-Contracts

3. Financial Responsibilities

• Budget tracking:
  • Monitor cost codes, verify purchase orders, and track expenses vs. budget.
• Pay applications:
  • Assist with preparing monthly owner pay apps.
  • Review subcontractors pay apps for completeness and accuracy.
• Change order management:
  • Help prepare long-change requests and change orders. Provide Senior management with the required justification and back-up for approval (Scope gap, drawing details, contract labor rates, etc.
  • Ensure documentation supports pricing.

4. Quality, Compliance, and Risk Management

• Assist with inspections: coordinate city inspections, special inspections, and third-party testing.
• Ensure compliance: monitor subcontractor safety documentation and jobsite requirements.
• Punchlist support help create and track punch lists near project completion.

5. Project Closeout

• Collect closeout documents: warranties, O&M manuals, as-builts, attic stock logs, etc.
• Turnover preparation: support coordination for owner turnover, walk-throughs, and commissioning.
• Final documentation and archiving: organize all project documentation for long-term storage

Requirements

• Experience in the construction industry is required. Prefer Multi Family Experience
• Strong communication and organizational skills
• Ability to multitask and adjust to changing priorities
• Proficient in Microsoft Office and project management software (Procore)
• Detail-oriented with excelle