Project Manager Assistant

Looking for an opportunity to make a lasting mark on future generations and the communities they call home? HEI has been an unrivaled contracting leader for over 50 years, operating in Arizona, the Carolinas, Colorado, and Texas. As a top heavy‑civil construction company, we focus on safety, people, quality, and production, delivering projects that range from roadways and bridges to water infrastructure and environmental restoration. We are hiring an experienced Project Manager Assistant to join our team in Dallas.

Responsibilities

• Set up new jobs in cloud server
• Maintain master job schedule
• Import new jobs into Heavy Jobs software & Spectrum
• Create job reports
• Create and track all project work orders (under $10K)
• Create and maintain approved purchase orders within Spectrum
• Create subcontracts and manage subcontractors within Subcontractor Kiosk
• Assist superintendents with material acquisition for projects (as needed)
• Create job books, project trackers, and schedules for PME & superintendents
• Assist PME with the creation and delivery of the project hand‑off meeting and all coordinating documentation
• Attend pre‑cons (in‑house and external)
• Assist superintendents with pre‑job video/photos of the job site (as needed)
• Help compile and maintain all project documentation in job folders
• Prepare, complete, track, and process submittal documents
• Track HUB compliance and perform RFCs to compliance plans
• Conduct GFEs on all new projects, RFCs, and bids
• Confirm that all MSAs are executed and compiled before construction begins
• Assist PME with coordination of permits and renewals of permits
• Perform take‑offs
• Keep Heavy Jobs software updated with COs, XW, etc.
• Track all RFIs and change orders (log, Spectrum, and HCSS)
• Print plans
• Maintain job folders, job list, and plans/contracts electronic files
• Assist PME/Estimator with bid data and documentation
• Assist PME with preparation of monthly pay‑application documentation (waivers, HUB forms, etc.) and submit to AR Specialist
• Other duties as assigned

Knowledge, Skills, and Abilities

• Proven excellent written and oral communication skills
• Ability to perform well under pressure with multiple projects and deadlines
• Respectful, reliable, and dependable team player
• Proactive, detail‑oriented planner with strong organization and prioritization abilities
• Maintain confidentiality of HEI’s corporate information
• Ability to work independently, taking initiative to move claims to conclusion
• Strong customer‑service orientation with a positive attitude
• Strong sense of accountability, owning projects and resolving issues proactively
• Ability to assess information, anticipate issues and outcomes, and make effective decisions
• Hands‑on familiarity with a variety of computer applications, including word processing, database, spreadsheet, imaging, and telecommunications; proficient with Microsoft Office (Word, Excel, Outlook, Access or other databases), PowerPoint, and Adobe Acrobat Professional or similar software
• Ability to work and interact professionally and effectively with all levels of staff
• Ability to meet established deadlines and collaborate as a team player in a professional office
• Skill in meeting and dealing with people in a courteous and tactful manner
• Demonstrated ability to review a wide variety of documents

Education and Experience

• Minimum three years in the construction industry
• Minimum Bachelor’s degree (degree in Construction Management preferred)