Project Manager Assistant - Commercial

About the role

The Project Manager Assistant (PMA) is responsible for assisting the Project Manager in coordinating the post‑sale process from contract award to final delivery of the project. This includes managing the functions of planning, organizing, and executing the project to ensure it is delivered on time, on budget, and to the highest quality standards. The PMA serves as a support role to the Project Manager, assisting with document management, procurement, submittal management, RFI management, change order management, material sample packages, scheduling, and other tasks to help ensure a successful project.

Responsibilities

• Assist with project submittals and RFIs and help maintain a log for each project.
• Assist with project submittals involving material and stain samples; manage the sample inventory.
• Assist in creating and managing schedules/milestones with internal stakeholders to ensure the project stays on track per contract requirements.
• Participate in and record production meetings to review project progress and ensure relevant information is available and communicated.
• Help compile information for change order requests, including gathering material quotes and labor hours from the shop or construction team for cost‑plus change orders.
• Assist with contract reviews; compile final contract redlines from various reviews into one document to send to the client.
• Assist to update internal schedules for drawing due dates, delivery dates, production dates, and installation dates.
• Assist with Pay applications – initial preparation each month for the PM to review.
• Assist with lien waivers from vendors.
• Gather material quotes from suppliers as part of procurement and material planning.
• Assist with supplier selection and work with purchasing to get POs out in a timely manner.
• Maintain a pending PO log to track orders that need PO’s from the purchaser.
• Once material is ordered, confirm delivery dates and follow up with suppliers periodically to ensure delivery dates are met.
• Work with the QC manager to assist the PM in the pre‑shipment process, ensuring adherence to quality and engineering standards and that all parts are accounted for prior to shipping.

Skills

• Understanding of the construction industry and/or related field.
• Proficient in software packages such as Bluebeam Revu, Microsoft Outlook, Word, and Excel.
• Knowledge of schedule management software such as Microsoft Project (added asset).
• Ability to manage time to work on multiple projects simultaneously, ensuring timelines and expectations are met.
• Must be organized, detail‑oriented, with strong time‑management skills.
• Excellent communication skills, including the ability to have difficult and adaptive conversations with internal and external stakeholders.
• Proactive in communication and able to influence others for