[Hiring] National Assistant Project Manager @Penbrothers

Role Description

The National (Survey) Assistant Project Manager serves as the central operational support resource for nationwide commercial HVAC, kitchen ventilation, and Demand Control Kitchen Ventilation (DCKV) survey operations. Working remotely under the direction of the National Senior Project Manager, this role acts as the coordination hub connecting field technicians, project managers, clients, and internal stakeholders. Key responsibilities involve:

• Ensuring accurate scheduling
• Verifying site readiness
• Conducting quality control reviews
• Maintaining real-time visibility into all active survey deployments

What you’ll do

• Site & Pre-Survey Coordination:
  • Perform site reviews using Google Earth to locate rooftop units (RTUs), roof access points, ladder requirements, and access constraints.
  • Direct communication with site contacts to confirm safety protocols, access procedures, and points of contact.
  • Proactive coordination with customers to adjust project quotes as needed.
• Operational Tracking & Communication:
  • Provide live status updates to stakeholders.
  • Reconcile schedules between internal and external systems.
  • Manage the team inbox to handle cancellations, schedule changes, and critical updates.
  • Provide enhanced administrative coverage during team absences to maintain continuous field operations.
• Quality Control & Data Integrity:
  • Assist in reviewing critical surveys for accuracy, completeness, and adherence to company standards.
  • Support QC processes to ensure reliable documentation of field data.
  • Flag discrepancies or missing information for rapid resolution.
• Team & Administrative Support:
  • Deliver operational and administrative assistance to support the execution, closeout, and general objectives of nationwide survey and installation projects.

Qualifications

• Native/fluent English proficiency (written and verbal)
• Strong proficiency in Microsoft Excel and Word
• Professional communication skills for engaging internal and external stakeholders

Requirements

• Proven background in administrative support, operations coordination, scheduling, or project support
• Strong ability to manage multiple priorities in a fast-paced environment
• Experience in field service, construction, HVAC, or facilities management is preferred
• Strong attention to detail regarding data review and documentation
• Experience in quality control or document review is a plus
• Highly organized, self-motivated, process-driven, and calm under pressure
• Possesses a positive, solutions-oriented attitude with a strong technician-advocacy mindset

Preferred Knowledge

• Familiarity with scheduling/project-tracking platforms
• Shared inbox management
• Basic HVAC/mechanical ventilation systems
• Basic AI tools

Setup & Physical Requirements

• A dedicated, quiet home office workspace with high-speed internet
• Availability for scheduling calls across multiple time zones as needed

What You’ll Get

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.
• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.
• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.
• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.