Project Manager Assistant

About the Role

The Project Manager Assistant is the administrative person for assigned project(s). This role 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 safety, quality, management, and financial performance. The role involves handling word processing, general filing, timekeeping, records management, correspondence, project financial records, billing, invoicing, purchasing, and verification of records to achieve Company performance and customer delivery goals.

Responsibilities

• Perform assigned word processing, general filing, timekeeping, records management, correspondence, and project-related financial document processing.
• Self-manage assigned workload distribution.
• Monitor, record, and report project/job administrative progress, quality, and safety issues; provide periodic status reports to the assigned supervisor.
• Coordinate and maintain all project financial documents, software system inputs, and related billing/invoicing per Company policies.
• Act as the project administrator for interface with customer representative(s).
• Create, develop, implement, and revise project process improvements.
• Preserve confidential information; work with little or no supervision while handling multiple projects simultaneously.
• Manage calendars, schedule meetings, and arrange travel itineraries; oversee daily office activities.
• Assist the program accounting department by spot-checking labor, material, other expenses, and subcontractor costs for monthly program reports.
• Review project site expenses and screen telephone calls, resolving routine and complex inquiries.
• Track vacation and time-off requests; maintain attendance databases for program employees.
• Interact with and track program-level billing, reporting, and metrics (SPIs, KPIs, CPM).
• Maintain, check, and revise program-level dashboard reports for the client.
• Prepare and maintain daily reports for the purchasing manager; verify purchase orders for accuracy.
• Open and sort incoming mail.
• Create, correct, and revise complex Excel spreadsheets, tables, charts, and graphs.
• Schedule and help manage weekly and monthly meetings.
• Support document control; spot-check and maintain accuracy and delivery to the customer.
• Conduct audits to ensure vendor/subcontractor compliance; review invoices for accuracy and assist in preparation for payment.
• Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts).
• Maintain program-level dashboards, input, data acquisition, and collection.
• Minimal to low-level travel; 1-3 day trips to project sites may be required quarterly based on program requirements.
• Other responsibilities as assigned.

Requirements

• Must be self-motivated, positive in approach, professional, and help create, develop, and implement process improvements.
• Must promote the Company culture and mission to all employees, vendors, clients, and business partners.
• Must possess proven problem-solving skills, critical thinking skills, and the ability to effectively read, write, and give oral directions to project personnel.
• Must have mid-level skills to interpret project documents, including timesheets, spreadsheets, and billing documents.
• Must be able to travel within branch or regional territory as needed.
• Must possess the ability to learn Company and customer project management systems.
• Regular attendance is mandatory.

Qualifications

• Must possess at least a High School diploma or GED equivalency.
• Must have some experience in customer interface, such as liaison between the customer and the Company.
• Must possess a minimum of three (3) years of working experience.
• Must have a minimum of two (2) years of experience in a related telecommunications or construction administrative position.
• Must be proficient with Microsoft Office (Word, Excel, and MS Project).
• Must be able to effectively operate office equipment and computing devices commonly used in the industry.
• Must meet Company minimum driving standards.
• Must be able to manage multiple tasks/projects simultaneously.
• Must have demonstrated ability to identify a project, create a project filing system, develop detailed associated administrative tasks, and manage these for project final record-keeping and audit.

Skills

• Excel spreadsheet experience required.

Pay

Minimum USD $27.00/Hr. Maximum USD $37.00/Hr.

Schedule

This role is onsite.