Project Management Assistant

About the role

SSOE is a fast‑growing, employee‑owned firm that consistently ranks as a “Great Place to Work.” The company combines the resources of a large organization with the collaborative culture of a smaller firm, delivering innovative projects for Fortune 100 clients worldwide. A strong focus on AI adoption, continuous learning, and a supportive, dynamic culture empowers team members to leverage cutting‑edge tools and advance their careers.

Responsibilities

• Assist Project Managers with day‑to‑day administrative tasks.
• Establish and maintain project filing systems, including design and central correspondence files.
• Perform light typing assignments (transmittals, envelopes, labels, contracts, forms) in coordination with Information Processing.
• Provide backup support to Information and Specification Processing as needed.
• Coordinate printing, updating, and electronic distribution of scope‑of‑work documents; track distribution confidentially.
• Assemble bulletins and addenda, manage printing and processing of construction documents for bids, and ensure title‑block consistency.
• Serve as primary point of communication with external customers regarding construction document receipt and distribution.
• Act as Request for Information (RFI) Manager and Submittal Manager when construction support services apply.
• Respond to or initiate inquiries from internal and external customers, acknowledging receipt, following up, and delivering as committed.
• Assist with preparation of permits and applications, including sealing or stamping drawings for approvals and submittals.
• Set up and maintain project schedules, spreadsheets, databases, and reports.
• Attend administration meetings and, when required, project start‑up meetings; take minutes as needed.
• Administer document transfer procedures and work with Project Managers to screen and prepare job files for archiving.
• Arrange lunch, refreshments, and conference‑room setup for meetings.
• Receive, process, and distribute interoffice correspondence and incoming mail related to project management.
• Coordinate and deliver outgoing mail (e‑mail, tracked transmittals) for Project Managers.
• Initiate team coordination memos to communicate project issues or coordination problems.
• Assist in training new Project Management Assistants and other team members on SSOE and customer‑specific procedures.
• Utilize AI, ACC/Forma, accounting software, and other digital technologies to perform job functions.
• Occasional travel to SSOE branch offices or customer facilities for coordination or training purposes.
• Maintain a valid driver’s license.

Qualifications

• Associate or bachelor’s degree in a business‑related field, or a high‑school diploma with at least two years of direct data‑entry and computer‑systems experience.
• Experience in administrative and organizational tasks.
• Strong verbal and written communication skills.
• Excellent organizational abilities and the capacity to work in a deadline‑oriented environment.
• Demonstrated ability to utilize AI and automation tools to streamline processes (preferred).
• Highly organized planning ability; focused and detail‑oriented.
• Valid driver’s license.

Skills

• Proficiency with AI tools and large‑language‑model platforms.
• Experience using ACC/Forma and accounting software.
• Strong computer literacy across multiple software packages and digital technologies.
• Effective coordination and communication with internal and external stakeholders.
• Attention to detail in document management and distribution.

Pay

Competitive salary: $50,000 – $60,000 per year (adjusted for location, education, experience, and certifications). Eligibility for an annual bonus program based on company and individual performance, and ownership opportunities are offered to all employees at the associate level and above.

Benefits

• Health, dental, and vision insurance.
• Life insurance.
• 401(k) retirement savings plan with company matching.
• Professional development and training.
• Generous paid time off and paid holidays.
• Dynamic, supportive culture where employees are highly valued.
• Exciting projects from inception to completion with innovative global clients.
• Continuous learning environment that celebrates curiosity and new ideas.
• Career stability through diverse market sectors, project types, and geographic locations.
• Structured career advancement opportunities.
• Holistic compensation supporting physical and mental health, work‑life balance, and financial success.