[Hiring] Assistant Project Manager / Project Assistant @Somewhere

Role Description

In this role, you will serve as the operational bridge between our Project Managers, Field Operations, and Accounting team. You will drive the "front-end load" of every project—making sure jobs are set up properly in our software systems, submittals and product specs are compiled, safety plans are clear, and field crews have exact "Job Books" before stepping onto a job site. You will also manage project closeout workflows to ensure jobs finish cleanly and on budget.

Key Responsibilities

• Front-End Project Setup & Internal Documentation
  • System Onboarding: Kick off new projects inside our core software platforms (Monday.com, Contractor Foreman, SharePoint).
  • Accounting & Payroll Setup: Complete internal Job Setup Forms—capturing charge codes, required wage rates (prevailing wage/certified payroll rules), local tax requirements, and bond documentation for the accounting department.
  • Project Team Communication Plans: Establish initial communication channels, contact lists, and distribution rules for each new job.
• Pre-Job Submittals & Field Job Books
  • Technical Submittals: Compile, organize, and submit technical product data sheets, paint specs, color charts, and equipment requirements for client approval.
  • Field Job Book Assembly: Create comprehensive digital and physical "Job Books" for field managers—including approved product specs, daily schedules, machinery needs, site safety plans, and required Personal Protective Equipment (PPE).
  • Compliance & Certification Tracking: Track field employee certifications, safety training records, site badges, and equipment credentials to keep all crews 100% compliant before mobilization.
• Project Closeout & Media Management
  • Photo Documentation: Gather, categorize, and organize "before, during, and after" project photos for marketing, client review, and quality logs.
  • Punch List & Closeout Packages: Work alongside Project Managers and Field Managers to track punch-list completion, assemble final closeout packages, and deliver required owner documentation.

Qualifications

• 2+ years of experience as an Assistant Project Manager or Project Assistant in commercial construction, painting, specialty trades, or industrial contracting.
• Strong proficiency navigating digital project management systems (hands-on experience with Monday.com, SharePoint, Contractor Foreman, Procore, or similar platforms).
• Familiarity with architectural specs, product data sheets, submittal processes, site safety plans, and certified payroll/wage documentation.
• Excellent written and verbal English skills to collaborate with US project managers, superintendents, and administrative teams.
• Exceptional organization skills—you double-check job codes, track missing compliance documents, and ensure no detail drops in the handoff to field crews.
• Ability to work full-time hours aligned with US Pacific Standard Time (PST).