Job Description Overview
The Assistant Project Manager works within the Project Management Group and will support the Project Manager(s) in planning, execution, and close out of projects in accordance with company Talent Advantage Roadmap, company policies, industry standards, within budget, and on time, and safely. This role involves coordinating with various teams, internal and external, diligent and thorough documentation, clear communications, and overall assurance that Allen Metals is meeting or exceeding the requirements of the contract construction documents. All efforts are directed at achieving our Misson to exceed and drive industry standards for restoration, preservation, custom design, and fabrication of ornamental metals. The internal development path for this position is promotion to Project Manager (1-3 yrs) based on performance evaluations and demonstrated professional growth.
Location / Working Conditions
This is a hybrid position that is primarily based at our Talladega office with travel requirements. This position will have a dedicated office at our Talladega site and includes one (1) day a week’s work from home arrangement on a routine schedule established with your supervisor. The office space is equipped with desk, chair, computer, monitors, and IT accessories and software systems as necessary to perform the work. This position will be provided a home office phone number and/or provided a cell phone allowance for use of personal cell phones. A corporate credit card will also be provided to cover travel and other business related expenses.
Travel
This position requires travel to meet the expectations of AAM and our clients when it comes to project management, our commitment to excellence, and a customer focus. Travel is variable based on project schedules and needs. The expectation is travel will be required 1-2 times per month with trips averaging 3-5 business days each (including transit). All travel expenses that adhere to the corporate policies for travel and credit card use are paid for by the company. Typically, travel will be planned no less than 1-week in advance ensuring availability and preparedness of the employee to most effectively use their time in the field. Project schedules are variable and have many external factors that may require travel on short notice at times.
Supervision and Professional Development
This position is directly supervised by the Vice President of Project Management. As this position supports Project Managers, supervisory roles may be delegated from the VP to Project Managers.
Primary Responsibilities
Project Planning and Coordination
Support the Project Manager(s) in overall project management to ensure AAM is delivering products, installation, and documentation on time and within budget.
Read and understand project contracts, construction drawings, specifications, and schedules for comprehension of AAM scope of work, general requirements, and project milestones.
Lead and maintain the internal administrative project set up and documentation on the company SharePoint, establishing project numbers and setting up folder trees per SOP, then maintaining files/folders in an organized and easily retrievable manner.
Assist in developing plans, schedules, budgets, and agendas.
Attend internal and external meetings, take notes as assigned, prepare, distribute, and file minutes.
Communicate and coordinate routinely between all groups at Allen Metals from Business Development and Administration to Cost Estimating, Shop Production, and Project Delivery/ Management to keep projects on schedule and within budget
Communicate and coordinate externally with subcontractors, vendors, clients, and owners to ensure seamless project execution.
Execution
Documentation and Reporting
Create and manage project files including correspondence and project photos and standard project logs for RFIs, Submittals, Change Orders, Invoicing, and Photo Documentation.
Assist Project Managers in the identification of changed conditions of the contract, whether administrative or constructive, and the subsequent production, submission, and tracking of Request of Information (RFI) to our clients. This position is also responsible for ensuring RFI responses are directly incorporated into the AAM work and project documentation as applicable
Respond to internal and external requests for information in a timely, organized, and thorough practice and follow up routinely until tasks are complete or issues are resolved.
Assist PM in the development of change orders. This includes submitting, tracking, and incorporating official change orders into the AAM work and project documentation as applicable.
Lead the identification and extraction of AAM required submittals (information & action) from project specifications and managing logs.
Assist PM(s) in preparing, submitting, revising, tracking, and reporting on submittals through the approval process and for the duration of the project period of performance.
Assist the PM(s) with regularly schedule updates. Gather information from other teammates related to AAM shop operation schedules and field crew schedules to be updated internal AAM schedules and to be incorporated into the official external project schedules.
Track material, equipment, and purchase orders assigned.
Contribute timely, thorough, and accurate information as requested and during regular project status update meetings with clients, vendors, subcontractors, other AAM team members, PM(s), Supervisor, or the leadership team.
Budget Management
Assist PM(s) and Finance Group with information necessary to produce pay applications and prepare invoices.
Assist PM(s) with identifying leading indicators that may negatively impact costs to complete or profit margin.
Site Management
As applicable and assigned assist PM(s) and Superintendents to coordinate manpower, material delivery, and equipment schedules for active projects in the field, providing general support to assist with resolving any on-site issues.
Quality Control
Ensure administrative files are organized, identifiable, and safe.
Ensure information gathering and sharing is accurate and thorough.
Project Close Out
Assist PM(s) and other AAM staff to collect, coordinate, and formalize all project documentation to close out internally and externally.
This includes but is not limited to, creating pdfs of all correspondence, consolidating final project management logs (RFIs, Submittals, Change Orders, Photologs), culling project photographs for marketing team, preparing the project profile form, and assisting with financial information and accounting as requested.
Qualifications
Education/ Experience
Batchelor’s Degree in Construction Management, Historic Preservation, Project Management, Business Administration, or similar.
0-2 years of professional experience in construction, construction management, historic preservation, project management.
Work within custom metal fabrication, industrial production, or historic preservation is a plus.
Proficiency with computers and MS Office Suite (Word, Excel, Outlook)
Proficiency working with PDF documentation in Adobe, Bluebeam, or similar.
Skills
Demonstrated ability to read construction drawings and navigate construction specifications to extract information related to project requirements, submittals, and milestones.
Ability to read and understand construction project schedules.
Strong self-directed organizational skills. Ability to work on projects concurrently.
The ability to recognize, analyze, and adapt to change.
Clear verbal and written communications.
Working proficiency in producing, revising, and formalizing written documentation such as reports, briefing statements, plans, and narratives.
Effective problem solving, with a specific focus on client satisfaction.
Certifications
NA
