Job Description
Assistant Project Manager - Planning, Billing, Design Coordination & Reporting
Position Overview
We are seeking a detail-oriented Assistant Project Manager to support project delivery through comprehensive planning, billing administration, design coordination, and reporting functions. This role serves as a critical link between project management, design teams, contractors, and finance departments, ensuring seamless project execution and accurate documentation.
Core Responsibilities
Project Planning & Scheduling
Support the development and maintenance of project schedules using industry-standard planning software. Monitor project milestones and critical path activities, identifying potential delays and communicating schedule impacts to the project team. Coordinate with contractors and subcontractors to obtain updated progress information and verify activity completion. Assist in resource planning and allocation across project phases. Prepare look-ahead schedules and weekly progress reports highlighting key activities and upcoming milestones.
Billing & Financial Administration
Prepare monthly progress claims and invoices based on completed work and agreed payment schedules. Coordinate with quantity surveyors and site teams to validate work completion percentages. Process subcontractor payment certificates and maintain payment records. Track project expenditures against approved budgets and flag variances. Maintain comprehensive records of variations, change orders, and cost adjustments. Liaise with finance teams to ensure timely processing of payments and resolve billing queries.
Design Coordination & Document Control
Facilitate coordination between architects, engineers, and specialist consultants throughout design development. Track and distribute design drawings, specifications, and technical submittals to relevant stakeholders. Maintain drawing registers and ensure all parties are working from current revisions. Coordinate Request for Information (RFI) processes, tracking queries through to resolution. Review shop drawings and material submittals for compliance with design intent and project specifications. Support BIM coordination meetings and clash detection review sessions where applicable.
Project Reporting & Documentation
Prepare comprehensive project status reports for internal management and client review. Compile and analyze project data including progress metrics, quality indicators, and safety statistics. Maintain project document management systems ensuring proper filing and version control. Create presentation materials for project review meetings and stakeholder briefings. Track and report on key performance indicators including schedule adherence, budget performance, and quality metrics. Document project meetings, decisions, and action items with appropriate follow-up tracking.
Required Qualifications
Education & Experience
Bachelor's degree in Civil Engineering, Construction Management, Architecture, Quantity Surveying, or related field. Minimum 7-10 years of experience in project coordination or assistant project management roles within the construction industry. Demonstrated experience across planning, billing, and design coordination functions. Experience with commercial, residential, or infrastructure projects preferred.
Technical Competencies
Proficiency in project planning software such as Microsoft Project, Primavera P6, or similar tools. Strong working knowledge of construction billing processes and payment certification procedures. Familiarity with design coordination processes and document control systems. Experience with project management platforms such as Procore, Aconex, BIM 360, or similar. Competency in reading and interpreting architectural and engineering drawings. Advanced proficiency in Microsoft Office Suite, particularly Excel for data analysis and reporting.
Professional Skills
Excellent organizational abilities with capacity to manage multiple tasks and deadlines simultaneously. Strong attention to detail ensuring accuracy in billing calculations, schedule updates, and documentation. Effective communication skills for interfacing with diverse project stakeholders including designers, contractors, consultants, and clients. Analytical mindset with ability to interpret project data and identify trends or issues. Problem-solving capabilities to address coordination challenges and resolve documentation discrepancies. Team collaboration skills to work effectively within project delivery teams.
Key Competencies
Planning & Scheduling: Ability to understand project sequencing, identify dependencies, and maintain accurate schedule information. Capacity to analyze schedule impacts and communicate delays effectively.
Financial Administration: Understanding of construction payment mechanisms, progress measurement methods, and cost control principles. Accuracy in preparing billing documentation and tracking financial commitments.
Coordination & Communication: Skill in facilitating information flow between multiple parties. Ability to track open issues and drive resolution through systematic follow-up.
Technology Proficiency: Comfort with digital project management tools and willingness to adapt to new software platforms. Understanding of BIM workflows and digital collaboration processes beneficial.
Working Conditions
This role operates in both office and site environments depending on project phase and requirements. Site visits required to verify progress, attend coordination meetings, and support documentation activities. Standard business hours with flexibility required during critical project periods including month-end billing cycles and milestone deliveries. Occasional travel may be required for multi-site project portfolios.
