Project Manager Assistant

About the role

The Project Manager Assistant is the administrative person for assigned project(s). The Project Manager Assistant ensures that all administrative duties associated with contracted work are carried out in accordance with contractual obligations and in concert with the Company’s requirements, including but not limited to, safety, quality, management and financial performance requirements. All aspects of the assigned work must be carried out as efficiently as possible with respect to word processing, general filing, timekeeping, records management, correspondence, project financial records, submission of required documents for billing, invoicing, purchasing and general verification of records to achieve Company performance and customer delivery goals.

Overview IES is a national provider of industrial products and infrastructure services to a variety of end markets, including electrical, mechanical and communications contracting solutions for the commercial, industrial, residential and renewable energy markets. IES is publicly traded on NASDAQ under the symbol IESC. As of the end of IES’s 2024 fiscal year ending September 30, 2024, IES produced over $2.8+ billion in revenue and employed over 9,485 employees at over 131 domestic locations across the United States.

Responsibilities

• Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.
• Self-manage assigned workload distribution.
• Monitor, record and report project/job administrative progress and project/work related quality and safety issues and provide periodic reports on status to assigned supervisor.
• Effectively coordinate and maintain all project financial documents, software system inputs and related billing/invoicing issues per Company policies and procedures.
• Act as the project administrator for interface with customer representative(s).
• Create, develop, implement and revise project process improvement(s).
• Able to preserve confidential information; self-sufficient problem solver; work with little or no supervision and handle multiple projects simultaneously.
• Manage calendars, schedule meetings and arrange travel itineraries, management of daily office activities.
• Assist the program accounting department, on multiple project sites, by spot checking Labor, Material, Other-expenses and Subcontractor costs that roll up into monthly Program reports.
• Review project site expenses.
• Screen telephone calls, resolve routine and complex inquiries.
• Tracking vacation & time off requests, maintain attendance database for Program employees.
• Interact and track program level billing, reporting and metrics (SPI’s, KPI’s, CPM)
• Maintain, check and revise program level dashboard reports due to client.
• Prepare & maintain daily reports for purchasing manager