Assistant Project Manager

Assistant Project Manager Or Junior Project Manager Position Overview The Assistant Project Manager supports the Project Manager in the day-to-day administration and coordination of construction projects. This position is responsible for maintaining accurate project documentation, tracking budgets and commitments, supporting change orders and pay applications, coordinating bidding activities, updating schedules, and preparing project reporting. This is a development-track position designed to prepare a high-performing individual for advancement into a Project Manager role. Advancement is based on demonstrated performance and achievement of defined responsibilities. Key Responsibilities Cost & Budget Management Maintain project budget logs and commitment trackers. Reconcile invoices against contracts, purchase orders, and approved change orders. Assist with monthly pay applications and required draw documentation. Maintain accurate change order logs from initiation through approval and execution. Identify discrepancies, missing documentation, or potential issues and promptly notify the Project Manager. Bidding & Procurement Support Assemble bid packages and distribute invitations to qualified subcontractors. Track bid participation and coverage by trade. Prepare bid leveling sheets to support scope and pricing comparisons. Organize and maintain bid documentation and subcontractor information. Scheduling & Project Reporting Update project schedules based on weekly field information and Project Manager direction. Prepare weekly project report drafts for Project Manager review. Maintain the project open-items log, ensuring every item has a clearly identified owner and due date. Follow up on outstanding items and keep project records current. Compliance & Documentation Track subcontractor insurance, licenses, and lien waivers. Review payment documentation for required compliance items. Hold incomplete payment packages when required documentation is missing and notify the Project Manager promptly. Maintain organized, accurate, and accessible project records. Authority & Scope The Assistant Project Manager owns the accuracy and timeliness of project logs, documentation, and administrative tracking. This position does not have independent authority to make cost, scope, or schedule commitments. Decisions outside the role's defined authority must be referred to the Project Manager. The Assistant Project Manager is expected to hold incomplete payment packages when required lien waivers, current insurance documentation, or approved change orders are missing and notify the Project Manager the same day. Required Qualifications 2-4 years of experience in construction project management support, estimating, project coordination, or a closely related field. Advanced proficiency in Microsoft Excel or Google Sheets, including formulas, lookups, and pivot tables. Strong numerical accuracy and attention to detail, particularly under deadline pressure. Excellent written communication skills, with the ability to prepare clear and concise emails, reports, and project documentation. Experience using Asana or comparable project management software. Demonstrated ability to maintain accurate records and meet recurring deadlines. Strong organizational and follow-through skills. Preferred Qualifications Experience in multifamily or residential construction. Experience preparing AIA G702/G703 pay applications. Experience with construction estimating or takeoff software. Bilingual English and Spanish. Familiarity with construction contracts, subcontractor documentation, and project controls. Performance Expectations Success in this role is measured by consistent accuracy, timeliness, and reliability, including: Pay applications are accurate and submitted on schedule. Budget, commitment, change order, and open-items logs are current at every weekly review. No payments are released without required lien waivers and current insurance documentation. Bid packages achieve appropriate qualified bid coverage for each trade. Project documentation is organized, current, and readily accessible. Issues and discrepancies are identified and communicated promptly. First 90 Days During the first 90 days, the Assistant Project Manager is expected to become fully familiar with assigned projects, documentation systems, and internal processes; bring all assigned project logs and records up to date; demonstrate proficiency in budget, commitment, change order, and open-item tracking; and independently support pay applications, draw documentation, bidding activities, scheduling updates, and weekly project reporting with minimal supervision. By the end of the first 90 days, pay application packages should require no more than one round of Project Manager corrections, project logs should remain consistently current, and weekly project report drafts should require editing rather than substantial rework. The Assistant Project Manager should demonstrate the accuracy, organization, accountability, and follow-through necessary to progress toward a Project Manager role. Reporting Relationship Reports To: Project Manager Direct Reports: None Work Environment: Primarily office-based, with project site visits as directed.