Project Management Assistant

About the role

SSOE’s Advanced Technology division specializes in high-tech facility design, offering top-tier design and engineering services to a diverse array of clients and markets. Our team is composed of highly skilled professionals who excel across various disciplines, leveraging a cross-disciplinary approach to comprehensively address client needs. We seamlessly conceptualize, plan, and detail every aspect of design through close collaboration among in-house experts, optimizing work via multi-discipline strategy sessions and cutting-edge techniques. As a Project Management Assistant, you will provide critical support, coordination, and organization to project managers, engineers, and design teams on complex high-technology facility projects. The ideal candidate is proactive, resourceful, and takes ownership of project workflows, anticipating challenges and serving as a connective hub across multidisciplinary teams to optimize efficiency and communication.

Responsibilities

• Maintain and manage comprehensive project documentation, including permits, technical drawings, specifications, submittals, and RFIs.
• Implement and manage a robust document control system, ensuring version control, accessibility, and compliance with industry standards and client requirements.
• Ensure compliance with document retention policies and procedures.
• Manage and archive project close-out documentation.
• Prepare, coordinate, and track permit applications for local, state, and federal agencies, including environmental permits, building permits, and occupancy permits.
• Assist in the preparation of permit packages and ensure accuracy and completeness.
• Assist in the preparation of project status reports, highlighting key milestones, risks, and issues.
• Facilitate project meetings, prepare agendas, and distribute meeting minutes.
• Assist in the creation and tracking of action items.
• Collaborate with engineers, designers, and project managers to ensure seamless project execution.
• Utilize advanced features of software tools such as Bluebeam Revu for markups, quantity takeoffs, and collaboration.
• Coordinate and manage the flow of information between the design team and the project management team.
• Serve as a primary point of contact for project-related inquiries and information dissemination.
• Proactively identify and address project-related issues and bottlenecks, escalating critical issues to project managers for resolution.
• Develop and maintain effective communication channels among team members, clients, and subcontractors.

Requirements

• Demonstrated experience in project coordination or project assistance within the AEC industry.
• Experience in project coordination or project assistance with a focus on high-tech or semiconductor projects is highly desired.
• Proven ability to manage complex, multi-discipline project documentation and workflows with accuracy and attention to detail.
• Demonstrated experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint).
• Experience in PDF editing and markup software (Bluebeam Revu).
• Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously in a deadline-driven environment.
• Strong written and verbal communication skills, with the ability to interact professionally with engineers, project managers, clients, and agency representatives.

Pay

Salary Range: $55,000 - $70,000/year depending on location, education, depth of relevant experience, and any specialized licensure/certifications. Opportunity for leadership incentive components and generous bonus opportunities.

Benefits

• Comprehensive health, dental, and vision insurance.
• Life insurance.
• 401K retirement savings plan with company matching.
• Opportunities for professional development and training, including support for relevant licensure and certifications.
• Generous PTO and paid holidays.