Job Description
Job Title: Administrator & PM Assistant
Reports To: Project Manager(s) / Senior Project Manager
Company: ACES Electrical Services LLC ([email protected] - 240-899-2531)
Location: 8303 Arlington Blvd, # 206, Fairfax, VA 22031
Job Type: Full-time
Position Summary:
The PM Assistant's primary focus is supporting Project Managers on awarded projects — managing schedules, tracking documentation, coordinating with the General Contractor, and keeping every awarded job moving smoothly from award through closeout. This role also keeps the front desk and general communication flow on track, but PM support is the core of the position.
Project Manager Support (Awarded Projects):
- Serve as the Project Manager's right hand on every awarded job — anticipating what the PM needs next and keeping day-to-day tasks moving so the PM can stay focused on the field and the client.
- Ensure executed contracts are received from the General Contractor and properly filed.
- Keep the PM's calendar current and maintain ongoing communication regarding scheduling, inspections, meetings, and project start dates.
- Pull electrical permits.
- Schedule inspections.
- Update company systems (QuickBooks, Discord, etc.) with new project information.
- Prepare and send awarded project packages, including Certificate of Insurance (COI), W-9, and required pre-construction forms and documents; update the ACES database accordingly.
- Prepare, send, and track Change Orders (COs); monitor approvals and coordinate with the Project Manager for authorization.
- Provide awarded project documentation as requested by the General Contractor.
- Assist the Lead Estimator with ordering special-order materials.
- Track special-order materials and follow up until delivery is confirmed, ensuring the electricians have reviewed the delivery and confirmed the materials are in good condition.
- Track rental equipment and returns, watching return dates closely to avoid unnecessary charges.
Closeout Documentation (Final Stage):
- Provide warranty letters for projects that have passed final inspection, dated to the final inspection date.
- Support the Project Manager with the punch list — scheduling work with the foreman in charge, keeping the General Contractor updated, and providing photo proof of completion.
- Assist the team with closeout documentation.
Administrative Support & Responsibilities:
- Read and respond to daily emails from [email protected] and [email protected], checking carefully to ensure no communication is missed.
- Assist in managing and organizing office files, documents, and records.
- Handle incoming and outgoing correspondence, including emails and phone calls.
- Prepare and edit documents, reports, and presentations as needed.
- Order materials as needed.
- Schedule inspections and pull permits.
- Create invoices in QuickBooks when necessary and log them in Excel (residential and service calls only).
- Keep Excel tracking sheets updated.
- Keep office expenses paid on time.
- Collaborate with project teams to ensure efficient documentation flow.
- Assist in preparing project-related documents and reports.
Communication:
- Serve as a point of contact between the General Contractor, Project Manager, and field crews.
- Communicate effectively both verbally and in writing.
- Assist in drafting and proofreading official communications.
- Accurately enter data into relevant databases and maintain up-to-date records.
- Assist in tracking project milestones, deadlines, and deliverables.
Pay: $18.00 - $26.00 per hour
Benefits:
Work Location: In person
