Assistant Project Manager

About the role

The Assistant Project Manager (APM) provides administrative support for the planning, administration, execution, and closeout of capital improvement, renovation, and construction projects. Under the direction of Project Managers and Senior Project Managers, the APM assists with project documentation, contract administration, budget tracking, schedule monitoring, and project closeout activities.

Responsibilities

• Support FMD staff in managing capital projects and guiding informed decision-making throughout all phases, from programming and design to construction and closeout.
• Affirmatively assist project managers with contract administration, documentation, schedule tracking, and communication coordination among contractors, consultants, and stakeholders.
• Attend site visits and meetings to observe activities, offer support, and record meeting minutes, ensuring follow-up on action items and punch list completion.
• Ensure smooth project execution through effective communication and documentation management.
• Help gather and format close-out documentation.
• Duties/Responsibilities Financial, Contract, & Proposal Support
• Support detailed reviews of contractor payment applications, invoices, cost estimates, proposals, and professional service evaluations.
• Aid project managers in reviewing proposals, scopes, and fees.
• Aid in documentation to support the project management team at each project stage, including programming, design, construction documents, equipment lists, and construction administration.
• Develop and maintain benchmarking data for fees of design professionals, consultants, and contractors.
• Assist in monitoring annual capacities of design and construction management firms.
• Duties/Responsibilities Communication, Documentation & Reporting
• Affirmatively assist with preparation of communication materials to update FMD leadership, university leadership, campus personnel, design professionals, contractors, and vendors on project status.
• Effectively communicate project information through oral, written, and visual formats to support project management.
• Affirmatively organize project records, prepare meeting minutes, track action items, and assist with reports and presentations.
• Affirmatively assist with drafting notifications, including outages, street closures, and project updates.
• Duties/Responsibilities Process Improvement & Operational Support
• Contribute to process improvement initiatives, with an emphasis on FMD business office workflows and enhancing project delivery efficiency.
• Affirmatively support the standardization, documentation, and organization of project data and reporting tools.
• Affirmatively assist in improving internal coordination, workflows, and reporting mechanisms.
• Affirmatively ensure consistent and accurate documentation across projects.
• Affirmatively facilitate the development and implementation of reporting tools to streamline project tracking.
• Affirmatively promote best practices for process and data management within the team.

Qualifications

• Associate’s degree or equivalent.
• Preferred qualifications include a Bachelor’s degree in construction management, engineering, architecture, building construction, facilities management, or a related field; or an equivalent combination of education and experience.
• Experience in construction, facilities management, architecture, engineering, or project administration.
• Familiarity with contract administration, budgeting, and construction documentation.
• Experience with project management software and Bluebeam Revu.
• Experience in a higher education, institutional, or commercial construction environment.