Project Manager Assistant

Job Title:

Project Manager Assistant

Reports To:

Project Manager or Branch Manager

The Project Manager Assistant is the administrative person for assigned project(s). The Project Manager Assistant ensures that all administrative duties associated with contracted work are carried out in accordance with contractual obligations and in concert with the Company's requirements, including but not limited to safety, quality, management and financial performance requirements. All aspects of the assigned work must be carried out as efficiently as possible with respect to word processing, general filing, timekeeping, records management, correspondence, project financial records, submission of required documents for billing, invoicing, purchasing and general verification of records to achieve Company performance and customer delivery goals.

• Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.
• Self-manage assigned workload distribution.
• Monitor, record and report project/job administrative progress and project/work related quality and safety issues; provide periodic reports on status to assigned supervisor.
• Create, develop, implement and revise project process improvement(s).
• Act as the project administrator for interface with customer representative(s).
• Manage calendars, schedule meetings, arrange travel itineraries and daily office activities.
• Assist the program accounting department on multiple project sites by spot checking Labor, Material, Other‑expenses and Subcontractor costs that roll up into monthly Program reports; review project site expenses.
• Screen telephone calls, resolve routine and complex inquiries.
• Track vacation & time off requests, maintain attendance database for Program employees.
• Interact and track program level billing, reporting and metrics (SPI's, KPI's, CPM); maintain, check and revise program level dashboard reports due to client.
• Prepare & maintain daily reports for purchasing manager; verify purchase orders for accuracy; open and sort incoming mail.
• Create, correct and revise complex Excel spreadsheets, tables, charts and graphs.
• Schedule and help manage weekly and monthly meetings.
• Support document control, spot check and maintain accuracy and delivery to our customer.
• Conduct audits to ensure vendor/subcontractor compliance; review invoices for accuracy and assist preparation for payment (supporting role).
• Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts); maintain program level dashboards, input, data acquisition, collection.
• Travel to project sites as required – 1‑3 day trips may be required on quarterly basis per customer requirements.
• Perform other responsibilities as assigned.

• Self‑motivated, positive approach, professional and proactive in creating, developing and implementing process improvement(s).
• Promote the Company culture and mission to all employees, vendors, clients and business partners.
• Possess proven problem‑solving and critical thinking skills; effectively read, write and give oral direction(s) to project personnel.
• Have proven skill level to interpret project documents, including timesheets, spreadsheets and billing documents.
• Able to travel within branch territory and/or regional territory as needed.
• Possess the ability to learn Company and customer project management systems.
• Regular attendance is mandatory.

• At least a High School diploma or GED equivalency.
• Minimum of 2‑4 years of overall experience; at least 2 years of experience in a related telecommunications or construction administrative position.
• Minimum of 3 years working experience in general administrative roles.
• Proficient with Microsoft Office (Word, Excel, and MS Project).
• Ability to operate office equipment and computing devices commonly used in the industry.
• Meet Company minimum driving standards.
• Manage multiple tasks/projects simultaneously.
• Demonstrated verifiable ability to identify a project, create a project filing system, develop…