Assistant Project Manager

Job Description

The Assistant Project Manager (APM) role is a project management position that requires on-site work. This position provides leadership to project teams and assists in decision-making that impacts project outcomes. The APM's primary duty is to ensure that the work is performed safely and organized, complying with the quality program and the initial specifications. An APM's job is to guarantee Butler-Cohen's commitment to building the right way and by the most cost-effective means while maintaining or improving the schedule and client relations.

Essential Duties & Responsibilities

• Time Management
• Assistant PMs should understand the project life cycle and be able to prioritize their workload to ensure timely project administration.
• Assistant PM should have the ability to work on multiple projects.
• Cost Management
• The assistant PM should have a thorough understanding of the project's financials.
• Assistant PM should be able to process change events in Procore, create subcontractor COs and Owner PCO, and provide general scope. The PM should review and mentor the APM regarding necessary modifications before issuance.
• Job Coordination
• APM should have a mastery of job coordination and the ability to review submittals independently. APM should be able to run and manage central scope coordination, such as OH coordination and steel shop drawings, with the assistance of the PM.
• APM should understand the sequencing of activities and begin to participate in project schedule updates/plans.
• APM should have an understanding of how scopes are broken up between subcontractors and should participate in the creation of work scopes to learn how these are created.
• Meetings
• APM should be able to provide additional input in OAC meetings related to topics that specifically fall under their purview of oversight.
• APM will be required to run and conduct meetings on behalf of the Project Manager as needed.

• APM should be able to work through project issues with subcontractors and/or design team members with support/guidance from PM and/or Superintendent.

• Document Control

• Populating Procore with the most current drawings and specifications.

• Submittals

  • Create a submittal log in Procore and establish necessary workflows for submittals within Procore.
  • Processing of submittals to ensure timely receipt from subcontractors and timely approval from the design team.
  • A Project Engineer, with assistance from an APM or PM, should be able to ensure accurate job coordination within submittals to identify and resolve conflicts through the submittal process.
  • Communicate submittal statuses to the project team and provide detailed support for the PM during OAC meetings by ranking them according to the level of urgency based on the lead time and schedule.
  • Ensure that submittals are readily accessible to all project stakeholders and disseminated to the appropriate trades to facilitate multidisciplinary coordination.
  • Identify long lead items, delivery dates, and coordinate with the master schedule. Communicate this information to the PM to ensure measures are taken to prevent delays due to material procurement or submittal approval.

• RFIs

• Receive RFIs from subcontractors and/or create RFIs for issues encountered. RFIs should be well-written to ensure they are easily understood and reference all applicable documents that require review before the A/E response.
• Maintain a log of RFIs and ensure a timely and complete response from the design team.
• Communicate the status of RFI to the project team and provide detailed support for the PM during OAC meetings.
• Identify RFIs that will result in changes to the project's cost or timeline, and communicate them to the PM to ensure the change is appropriately tracked.

• Ensure that all RFIs are accurately posted in the contract documents, allowing all project stakeholders to easily identify the questions and answers when reviewing the contract documents.

• General

• Ensure that Procore is maintained with all current information. Prevent mistakes from being translated into the field due to inaccurate or outdated information being accessible and not understood.

• Material Expediting

• Procurement Log

  • Maintain a procurement log and coordinate with vendors and subcontractors to ensure that material procurement is tracked for the timely arrival of materials at the jobsite.
  • Understanding and confirming lead times to populate the procurement log.
  • Communicate changes in material needs due to schedule changes.
  • Provide regular reporting to the project team regarding the status of material procurement.

• Quality Control

• Assist the superintendent and/or QC department with QC phase meetings. This may involve conducting meetings, preparing for them, and/or attending and documenting the meetings.
• Monitor project deliveries to ensure that materials are received by approved submittals, project documents, and are stored according to specifications and manufacturer requirements.

• Review work in place to ensure locations and fitment coordinated within the shop drawings are being installed as coordinated.

• Project Administration

• Meetings
  • Assist in preparing all project-related meetings and documenting them in Procore meeting minutes.
• Pull Planning
  • Assist with pull planning sessions.
• Changes
  • Assist with tracking changes and receiving cost breakdowns from subcontractors.

• Schedule Maintenance

  • Assist in the creation of the as-built project schedule to enable the PM and superintendent to make timely and efficient updates to the master schedule.

• Assistance to Super and PM

• Provide general support to the PM and superintendent as needed.

• Project Closeout

• Submittals
  • Ensure timely submission and approval of all closeout documents before the project's substantial completion.

• Punchlist

  • Assist in preparing the punch list. Assist the superintendent in updating and reporting the status of the project punch list.

• Business Development

• Participate in company networking functions.
• Build and expand your network

Education/Experience Required:

• 3 - 5+ years of construction management experience on commercial construction projects
• Bachelor's Degree in Construction Science, Construction Management, or similar

Skills/Abilities Required:

• Must have the ability to work flexible hours, including weekends.
• Willingness to travel in the market and/or relocate based on project location.
• Able to work in all outdoor elements, including heat, cold, rain, snow, wind, etc.
• Able to access the entire job site, including stairs, scaffolding, ladders, elevation changes, etc.
• Can work physically, including kneeling, sitting, standing, squatting, bending over, etc.
• The ability to establish and maintain a positive and professional working relationship with individuals at multiple company levels, including client representatives and subcontractors.
• Must be able to work and perform duties with minimal supervision and have extensive problem-solving skills.
• Must have basic computer skills, including Microsoft Office Suite and Project Management software (Procore preferred).
• Strong working knowledge of all project documents, including specifications, plans, submittals, subcontracts, shop drawings, and other project-specific documents.
• Knowledge of local quality, safety, and health guidelines for construction job sites.
• Working knowledge of OSHA requirements and OSHA site visits.

Working Conditions:

This role is performed in a hybrid indoor/outdoor setting on an active construction job site.

• May require extensive travel by vehicle.
• Significant work at construction job sites, during all stages, in all types of weather conditions.
• Must be able to perform activities requiring the use of arms and legs, including climbing ladders/scaffolding, lifting & handling materials, walking & balancing, and stooping.
• Must be able to speak & hear detailed information through oral communication.
• Must be able to see clearly and recognize small details.
• Prolonged periods of sitting at a desk and working on computers.