Job Summary
The Project Manager Assistant (PMA) supports the daily operations of Project Managers, focusing primarily on large-scale projects. This role is responsible for assisting with job requisitions, purchase orders, submittals, closeout packages, drawings, billing, and permitting. The PMA plays a key role in ensuring project documentation is timely, organized, and accurately communicated between the office and field teams. The position requires attention to detail, responsiveness, and the ability to follow direction while maintaining consistent coordination with multiple stakeholders.
Key Responsibilities
1. FLMR Processing (Field Labor Material Requisitions)
- Receive and review daily FLMRs for added work or change orders to the base contract.
- Price miscellaneous material using vendor-provided hot sheets.
- Verify if project number includes relevant POs and add missing references.
- Input agreed-upon labor rate based on customer-specific rate sheets.
- Send completed FLMR to the assigned Project Manager for review and make revisions as needed.
- Submit approved FLMRs to Accounts Receivable for billing.
2. Purchase Order Entry and Management
- Receive PO requests from Project Managers or Foremen.
- Input vendor quotations into Sage using the correct job number and detailed descriptions.
- Ensure PO documentation is complete and distribute as directed by the Project Manager.
3. Submittal and Closeout Package Support
- Assist in compiling product data, drawings, and documentation for project submittals.
- Support Project Managers in preparing project closeout materials such as as-builts and transmittals.
4. Billing and Invoicing Assistance
- Assist with AIA format billing and other invoice preparation as directed by the Project Manager.
5. Drawing and Panel Schedule Management
- Print drawings per Project Manager direction on appropriate printers for size and color.
- Create and print panel schedules using templates provided based on Foreman input.
- Coordinate delivery of schedules to either field personnel or through the Warehouse Manager.
6. Permit and Inspection Coordination
- Complete permit applications based on information provided by the Project Manager.
- Submit completed permits and coordinate inspection scheduling as directed.
