Assistant Project Manager

Description

Assistant Project Manager – Job Summary

The Assistant Project Manager supports the planning, coordination, administration, financial tracking, and execution of utility and construction projects. This position serves as a key liaison between field operations, project management, customers, subcontractors, billing, and regulatory agencies to ensure projects are completed safely, efficiently, and in accordance with contractual requirements. The role is responsible for project documentation, billing administration, permit acquisition, schedule coordination, change management, reporting, and project controls while supporting project execution from initiation through completion.

Essential Duties and Responsibilities

Project Coordination

• Daily Operations: Coordinate daily activities between field personnel, subcontractors, customers, and project management.
• Action Logs: Maintain project action item logs and track follow-up activities.
• Stakeholder Alignment: Facilitate communication between all project stakeholders to support project objectives.
• Lifecycle Support: Assist with project planning, execution, and closeout activities.
• Site Visits: Participate in project meetings and site visits as needed.
• Status Updates: Monitor project progress and provide status updates to management.
• Workflow Continuity: Assist General Forepersons, Supervisors, and Project Managers with resolving operational issues.

Billing and Financial Administration

• Subcontractor Reviews: Review subcontractor pay applications and verify completed work against field progress.
• Customer Billing: Compile, review, and submit monthly customer billing packages.
• Payment Reconciliation: Track owner payments and assist with payment reconciliation activities.
• Revenue Recognition: Validate work package documentation to support accurate billing and revenue recognition.

Project Documentation and Controls

• Correspondence Management: Manage Requests for Information (RFIs), submittals, meeting minutes, and project correspondence.
• Data Integrity: Maintain project files, databases, records, and document management systems.
• Deadline Tracking: Track project commitments, deliverables, and documentation deadlines.
• Compliance Standards: Ensure project records are accurate, complete, and maintained in accordance with company standards.
• Tool Optimization: Generate reports and maintain project tracking tools including Connect, Excel, Smartsheet, and other platforms.
• Log Maintenance: Maintain project logs including permit, change order, and action item tracking.

Change Management

• Order Preparation: Prepare change orders, Requests for Proposal (RFPs), and supporting documentation for Project Manager review.
• Impact Documentation: Assist in documenting impacts to project scope, schedule, and costs.
• Stakeholder Coordination: Coordinate change management documentation between project stakeholders.

Scheduling and Procurement

• Field Alignment: Meet with field management to develop and maintain project execution schedules.
• Equipment Logistics: Coordinate procurement and delivery of specialized equipment and materials.
• Supply Tracking: Support the tracking of critical materials and long-lead items.

Permit Administration

• Agency Approvals: Manage the application, tracking, and approval process for DDOT, right-of-way, structural, and other required permits.
• Compliance Collection: Obtain required compliance documentation from customers, subcontractors, and regulatory agencies.
• Timeline Coordination: Coordinate permit approvals to ensure projects remain on schedule.
• Renewal Tracking: Maintain permit records and monitor expiration and renewal requirements.

Customer and Contractor Relations

• Relationship Management: Maintain professional relationships with customers, subcontractors, utility representatives, and municipal agencies.
• Status Communications: Support customer communications regarding project status, documentation, billing, and permitting requirements.
• Inquiry Response: Coordinate responses to routine project-related inquiries.

Additional Responsibilities

• Perform other duties as assigned.

Qualifications

Education

• Associate degree in Construction Management, Engineering, Business Administration, Project Management, or a related field preferred.
• Equivalent combination of education and relevant experience may be considered.

Experience

• One to three years of experience in project coordination, construction administration, utility operations, civil construction, or project management support.
• Experience with billing administration, permitting, scheduling, project controls, or contract administration preferred.

Technical Skills

• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience with project tracking software, databases, and document management systems.
• Working knowledge of Connect, Smartsheet, or similar project management platforms preferred.
• Ability to navigate municipal and regulatory permitting systems, including DDOT TOPS.
• Strong data analysis and reporting capabilities.

Communication and Organizational Skills

• Excellent verbal and written communication skills.
• Ability to effectively communicate with field personnel, customers, subcontractors, regulatory agencies, and management.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while contributing to a collaborative team environment.

Other Requirements

• Valid driver's license and ability to travel to project sites as needed.
• Ability to work in both office and field environments.
• Ability to maintain confidentiality of company and project information.
• Ability to perform additional duties and responsibilities as assigned.

Reporting Relationship: Reports to the Senior Project Manager.

FLSA Status: Exempt.

Important Information for Applicants:

• Asplundh Tree Expert, LLC and its family of companies are Equal Opportunity Employers. We consider all qualified applicants without regard to any legally protected characteristic.
• If you require reasonable accommodation during the application or hiring process, please contact our ADA Coordinator at 1-800-248-8733, ext. 3656.
• Employment offers are contingent upon successful completion of applicable pre-employment requirements, which include background screening, drug testing, and employment eligibility verification.
• Compensation determination is based on market data, job scope and individual qualifications.
• We offer a competitive total rewards package inclusive of health and welfare and retirement benefits, as well as paid time off and holiday pay benefits.
• Unsolicited resumes without an executed agency agreement become the property of the company.