Assistant Project Manager

Assistant Project Manager JTS Construction - 2.4 Bakersfield, CA Job Details Full-time $23.08 - $30.29 an hour 16 hours ago Qualifications High school diploma or GED Attention to detail Organizational skills Construction administrative experience Time management Full Job Description Job Description Project Manager Assistant (PMA) Position Summary The Project Manager Assistant (PMA) provides administrative, documentation, and project coordination support to Project Managers and Superintendents throughout the lifecycle of construction projects. This position plays a critical role in maintaining project organization, assist with contractual compliance, supporting subcontractor and vendor management, coordinating project documentation, and facilitating communication between internal teams, subcontractors, owners, architects, and consultants. The PMA serves as a central hub for project information and is responsible for ensuring project records, startup documents, contracts, insurance documentation, submittals, RFIs, change orders, closeout documentation, and compliance requirements are accurately tracked, maintained, and distributed. Essential Duties and Responsibilities Project Setup & Administration Create and maintain project files, folders, and electronic records in company systems. Establish project documentation structures within proper systems and company network drives. Create and maintain project directories and contact lists. Set up project information, budgets, contracts, and project teams within project management software. Coordinate integration between project management and accounting systems. Prepare and maintain project startup documentation. Document Control Maintain complete and accurate project records throughout the project lifecycle. Organize, file, and distribute project contracts, drawings, specifications, addenda, clarifications, permits, reports, and correspondence. Ensure project documents are readily accessible and properly archived. Track document revisions and maintain version control. Manage electronic and hard-copy project files. Contract & Commitment Administration Prepare subcontract agreements and purchase orders at the direction of the Project Manager. Maintain commitment tracking logs and monitor execution status. Follow up with subcontractors and vendors to obtain executed contracts and required documentation. Review returned contracts for modifications and escalate concerns to the Project Manager. Distribute fully executed agreements and maintain contract records. Process commitment change orders and contract modifications as directed. Insurance & Compliance Management Request, review, and track subcontractor certificates of insurance. Verify compliance with contractual insurance requirements. Monitor insurance expiration dates and coordinate renewal requests. Ensure subcontractors meet company and project-specific compliance requirements before mobilization. Maintain compliance documentation within project management systems. Subcontractor & Vendor Coordination Coordinate project startup packages for subcontractors and suppliers. Collect and track required project documentation, including: W-9 forms Contractor information forms Certified payroll documentation Prevailing wage compliance forms Apprenticeship documentation Waivers and releases Safety documentation Serve as a point of contact for subcontractor administrative inquiries. Prevailing Wage & Labor Compliance Assist with prevailing wage project administration. Coordinate collection and tracking of labor compliance documentation. Support apprenticeship compliance processes, including DAS 140 and DAS 142 submissions. Maintain project DIR information and communicate requirements to project stakeholders. Coordinate documentation with payroll and accounting departments. Submittal Administration Track and manage project submittals. Request submittals from subcontractors and suppliers. Coordinate submittal review workflows between project teams and design professionals. Prepare transmittals and maintain submittal logs. Monitor status and follow up on outstanding items. Request for Information (RFI) Coordination Maintain RFI logs and tracking reports. Distribute RFIs and responses to project stakeholders. Assist with RFI documentation and closeout activities. Monitor outstanding RFIs and support timely resolution. Change Management Support Assist Project Managers with change order administration. Maintain change order logs and supporting documentation. Process commitment change orders and prime contract change orders as directed. Coordinate documentation and approvals necessary for change order processing. Ensure proper filing and integration of approved changes. Reporting & Project Tracking Generate commitment, submittal, RFI, and change order reports. Track project milestones and compliance deadlines. Provide weekly project documentation reports to Project Managers. Assist in monitoring project administrative performance indicators. Closeout Administration Coordinate collection of closeout documentation from subcontractors and suppliers. Track warranties, extra stock transmittals, operations and maintenance manuals, as-built drawings, certifications, and closeout reports. Prepare project closeout packages for owners, architects, and construction managers. Assist with final project documentation and archival requirements. General Project Support Coordinate project-related logistics, reservations, and administrative requests. Support field operations by providing timely project documentation and resources. Attend pre-construction project meetings as assigned and document key action items. Assist with monthly billings as needed. Assist with bidding process including but not limited to delivering bids. Assist with answering incoming main phone line as needed. Perform other duties as assigned to support successful project execution. General housekeeping as needed. Other duties as assigned. Qualifications Education High School Diploma or GED required. Experience 2+ years of administrative, customer service, project coordination, construction administration, or related experience preferred. Experience supporting commercial construction projects strongly preferred. Experience with prevailing wage/public works projects preferred. Knowledge, Skills & Abilities Strong understanding of construction project documentation and administrative processes. Knowledge of subcontract agreements, purchase orders, insurance requirements, and compliance documentation. Familiarity with prevailing wage and public works documentation preferred. Excellent organizational and time management skills. Strong attention to detail and accuracy. Ability to manage multiple projects and deadlines simultaneously. Effective written and verbal communication skills. Ability to work collaboratively with project teams, subcontractors, clients, and vendors. Strong customer service and follow-up skills. Ability to maintain confidentiality of sensitive business information. Technology Skills Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams. Experience with Procore preferred. Experience with ERP/accounting software such as Sage 300/Timberline preferred. Ability to learn new construction management software platforms. Physical Requirements Prolonged periods of sitting and computer work. Ability to occasionally lift and carry up to 25 pounds. Ability to travel occasionally to project sites, company offices, or meetings. Success Factors Successful Project Manager Assistants demonstrate: Exceptional attention to detail. Strong follow-through and accountability. Ability to proactively identify and resolve administrative issues. Excellent organization and prioritization skills. Professional communication and relationship-building abilities. Commitment to supporting project teams and maintaining compliance standards.

Reporting Relationship Reports To:

Assistant Office Manager and Lead PMA Supports:

Project Managers, Superintendents, Accounting, Safety, and Operations Teams FLSA Status:

Non-Exempt Department:

Operations /

Construction Pay:

$23.08 - $30.29 per hour

Work Location:

In person