OtterBase

Compensation

Full Description

Description: The Project Manager Assistant supports day-to-day project operations, focusing on large-scale projects. This role coordinates job requisitions, purchase orders, submittals, closeout materials, drawings, billing, and permits to ensure accurate documentation and clear communication between office and field teams. It requires strong organization, responsiveness, and the ability to manage multiple priorities and deadlines. Responsibilities/skills: FLMR Processing (Field Labor Material Requisitions) – Review, verify, and process daily FLMRs for added work or contract changes. Enter labor rates, route for approval, and submit finalized documents for billing. Purchase Order Management – Create and manage purchase orders from vendor quotes. Ensure accuracy, proper job coding, and distribution per project requirements. Submittal and Closeout Package Support – Compile and track product data, drawings, and documentation for project submittals and closeout packages. Coordinate updates and responses with Project Managers and field teams. Billing and Invoicing Assistance – Prepare AIA and other invoice formats, ensuring timely and accurate billing in coordination with accounting and project management. Permit and Inspection Coordination – Prepare and submit permit applications, and coordinate inspection schedules with relevant agencies. Qualifications: Experience in administrative support or project coordination within construction or other project-driven environments. Proficient in project management and accounting software, including Sage and Microsoft Excel. Highly organized with exceptional time-management and attention to detail. Skilled at managing multiple priorities and meeting deadlines in a dynamic work setting. Strong communicator with the ability to collaborate effectively between field teams and office staff. Knowledge of construction documents, AIA billing, and permitting processes preferred.