This is a hybrid position where time will be spent will be running the office: keeping paperwork, vendors, and communications moving; as well as project-specific support: tracking submittals and change orders, coordinating tenant access, securing documentation from foremen, and keeping project managers on top of their sites. We're looking for someone who is organized by instinct, comfortable following up with people until they get an answer, and interested in growing into a full Project Manager role over time.
Project Support (Assistant PM)
• Prepare, log, and track submittals, RFIs, change orders, and daily reports
• Maintain project documentation via Google Drive, Slack, WhatsApp
• Coordinate tenant access and unit scheduling with property management and resident services
• Work with warehouse to track material allocation across active sites
• Pull field data from foremen and keep production and job cost trackers current
• Assist with permit filings, certificates of insurance, and subcontractor onboarding and compliance
• Assemble project closeout packages
• Sit in on owner, GC, and subcontractor meetings; take and distribute notes and action items
Office Administration
• Manage general company correspondence, phones, mail, and filing
• Support AP/AR: vendor invoices, purchase orders, and billing packages in QuickBooks
• Assist with weekly timesheet review and certified payroll documentation
• Maintain insurance certificates, licenses, registrations, and renewal calendars
• Help maintain and update company SOPs as processes change
Required
• 2+ years in construction administration, project coordination, or a comparable operations role
• Strong writing and organization; able to a follow-up list without being reminded
• Comfortable with spreadsheets — formulas, filters, and structured tracking, not just data entry
• Able to hold your own on the phone with vendors, GCs, property managers, and residents
• Reliable, discreet, and steady in a fast-moving environment
• Authorized to work in the US; able to commute
Preferred
• Experience with affordable or public housing work (PACT/NYCHA, HPD, HCR, HDC)
• Familiarity with prevailing wage and certified payroll
• Experience with Procore, CompanyCam, Siteline, or similar
• QuickBooks experience
• Interest in HVAC, ventilation, or indoor air quality
Principals only. Recruiters, please don't contact this job poster.