Assistant Project Manger

About the role

We are seeking a highly organized and detail-oriented Assistant Project Manager to support a Senior Project Manager and multiple Project Managers. This role is critical to ensuring program consistency, operational efficiency, and communication flow across a portfolio of concurrent buildout of office construction projects.

Responsibilities

• Maintain centralized program documentation, including schedules, budgets, reports, and governance materials
• Aid in the development and enforcement of standardized program processes, templates, and tools
• Cook up program-level meetings, including agendas, minutes, and action item tracking
• Provide administrative and coordination support to Project Managers across multiple active job sites
• Track project milestones, deliverables, and key deadlines across the portfolio
• Aid with project setup, closeout documentation, and compliance tracking
• Monitor and follow up on task assignments to ensure timely completion
• Compile and distribute regular program reports on schedule, budget, risks, and overall performance
• Keep dashboards and tracking tools for KPIs, project status, and portfolio health
• Ensure data accuracy and consistency across all reporting platforms
• Support preparation of executive-level presentations and updates
• Aid in tracking program budgets, commitments, and expenditures across projects
• Support invoice processing, purchase orders, and financial documentation
• Cook up with finance teams to ensure alignment on capital allocation and reporting
• Coordinate communication with vendors, consultants, and internal stakeholders
• Maintain vendor documentation, contracts, and compliance records
• Support vendor onboarding and performance tracking processes
• Maintain logs for program-level risks, issues, and change requests
• Track mitigation actions and escalate concerns to the Senior Project Manager as needed
• Aid in change management documentation and communication efforts
• Aid in implementing and maintaining program governance frameworks
• Identify opportunities to improve workflows, reporting, and coordination efficiency
• Ensure adherence to established standards for scheduling, budgeting, and documentation

Qualifications

• Bachelor’s degree in Construction Management, Business, Real Estate, or related field preferred
• 2–5 years of experience in project coordination, construction administration, or program support
• Experience supporting commercial real estate and office construction projects strongly preferred

Skills & Competencies

• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities across a portfolio of projects
• Proficiency in project management and reporting tools (e.g., Microsoft Project, Excel, Smartsheet, Procore, or similar)
• Excellent written and verbal communication skills
• Strong analytical and problem-solving abilities
• Ability to work both independently and collaboratively in a team environment
• High level of professionalism and customer service orientation