Jobsite Project Management Assistant

Responsibilities

The primary duty of this position is to support the needs of the on-site project management team. Duties will cover a broad range of tasks and will change as the project progresses through different phases of work. The successful candidate must have a proactive attitude and a willingness to support the team across a variety of administrative functions.

• Document & Records Management
  • Maintain and organize all project documentation in the electronic filing system (Egnyte), ensuring files are current, properly named, and accessible to the project team.
  • Receive, log, distribute, and file incoming and outgoing project correspondence, including letters, notices, and transmittals.
  • Manage the project drawing log and track revisions; distribute updated drawings to relevant team members as directed by the project manager.
  • Assist with filing and tracking Requests for Information (RFIs) and submittals as directed by the project manager.
  • Maintain organized hard copy and electronic files for all project records, including owner contracts, subcontracts, permits, and insurance documents.
  • Assist with the Notice of Commencement and other project startup filing requirements as directed.
• Subcontractor & Vendor Administration
  • Collect, track, and file required subcontractor compliance and safety documents (insurance certificates, safety plans, safety surveys, SDS sheets, etc.).
  • Collect, track, and verify subcontractor certified payroll reports (e.g., Form WH-347) and supporting documentation to support Davis-Bacon Act and prevailing-wage compliance; flag missing, late, or noncompliant submissions to the project manager.
  • Maintain the Subcontractor Onsite Safety Document Log.
  • Assist with subcontractor onboarding paperwork and coordinate execution of documents via DocuSign or other designated platforms.
  • Receive and process delivery tickets, invoices, and dray tickets; route to appropriate project team members for approval.
  • Assist with subcontract closeout and related documentation as directed.
• Project Office & Jobsite Support
  • Serve as the primary point of contact for jobsite office inquiries and direct questions to the appropriate team member.
  • Maintain general organization and supply inventory for the project office / trailer.
  • Assist with scheduling meetings, preparing agendas, and distributing meeting minutes.
  • Assist with daily client reporting requirements such as daily force / manhour reporting.
  • Support the project team with travel arrangements, expense reporting, and other administrative needs as required.
  • Assist with creation and distribution of project communications.
  • Make arrangements for project team meals and other functions either on the project site or at off-site locations.

Requirements

• High school diploma or equivalent; associate degree preferred.
• Minimum 2 years of administrative or office support experience.
• Proficiency in Microsoft Office Suite: Word, Excel, and Outlook.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced construction environment.
• Clear and professional written and verbal communication skills.
• Ability to work on-site full-time at the project jobsite.

Preferred Qualifications

• Previous experience in a construction, infrastructure, or industrial project office environment.
• Familiarity with document management systems (e.g., Egnyte, SharePoint, or similar).
• Willingness to learn and adopt new software systems (e.g., Procore, OnBase, Concur).
• Experience with DocuSign or similar electronic signature platforms.
• Familiarity with Davis-Bacon Act / prevailing-wage requirements and certified payroll reporting (e.g., Form WH-347).
• Basic understanding of construction project administration processes (RFIs, submittals, subcontracts, lien waivers, drawing & specifications management, invoices).

Working Conditions

• On-site at a heavy civil / infrastructure project jobsite; office environment will be a highly trafficked and busy construction trailer.
• Exposure to a busy construction environment; must observe and comply with all jobsite safety rules and PPE requirements when outside the office area.
• Full-time schedule, Monday through Friday; occasional overtime may be required during peak project periods.