Assistant Project Manager

Position Overview

The Assistant Project Manager supports the planning, coordination, and execution of HVAC construction and mechanical projects from inception through completion. This role assists Project Managers with scheduling, budgeting, subcontractor coordination, procurement, documentation, and client communication to help ensure projects are completed safely, on time, and within budget.

Key Responsibilities

Project Coordination & Support

• Assist Project Managers with daily oversight of HVAC construction projects.
• Coordinate project activities between field teams, subcontractors, vendors, and clients.
• Help track project schedules, milestones, and deliverables.
• Support planning and execution of project startup, progress, and closeout activities.
• Attend project meetings and provide updates on project status and action items.

Scheduling & Planning

• Assist with development and maintenance of project schedules and timelines.
• Coordinate manpower, equipment, and material deliveries to job sites.
• Monitor project progress and identify potential scheduling conflicts or delays.
• Support preparation of look-ahead schedules and project forecasts.

Budgeting & Financial Tracking

• Assist with tracking project costs, budgets, and change orders.
• Review invoices, purchase orders, and subcontractor billing for accuracy.
• Help monitor labor and material costs to maintain project profitability.
• Support preparation of project reports, cost updates, and financial documentation.

Procurement & Documentation

• Assist with procurement of HVAC equipment, materials, and subcontractor services.
• Maintain project files, contracts, submittals, RFIs, permits, and closeout documents.
• Track equipment lead times and coordinate deliveries with project schedules.
• Ensure all project documentation is accurate and up to date.

Client & Vendor Communication

• Communicate with clients, engineers, architects, vendors, and subcontractors regarding project updates.
• Assist in resolving project-related issues and coordinating corrective actions.
• Support preparation of meeting minutes, reports, and project correspondence.
• Maintain professional relationships with customers and business partners.

Safety & Quality Assurance

• Promote and support company safety policies and OSHA compliance on job sites.
• Assist with monitoring quality control and workmanship standards.
• Participate in site walks and inspections to ensure project requirements are met.
• Help identify and address potential safety or operational concerns.

Required Skills, Education, Knowledge, and Qualifications:

Education:

• Bachelor’s degree in Construction Management, Mechanical Engineering, or related field preferred.

Experience:

• 2–5 years of experience in HVAC construction, mechanical contracting, or project coordination preferred.
• Experience reading blueprints, specifications, and construction documents.
• Knowledge of HVAC systems, construction processes, and project management principles.

Technical Knowledge:

• Strong understanding of HVAC system installation and construction processes.
• Proficiency in Microsoft Office, project management software, and scheduling tools.
• Ability to read and interpret mechanical drawings and specifications.

Certifications (Preferred):

• OSHA certification

Key Attributes

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Ability to manage priorities in a fast-paced environment.
• Problem-solving and analytical thinking skills.
• Attention to detail and accuracy.
• Ability to work collaboratively with field and office teams.

Work Environment

This role requires a combination of office-based work and project site visits.  Office responsibilities include planning, reporting, and coordination with internal teams.  Field responsibilities include site walks, coordination with superintendents, and progress reviews.  Work may occur in active construction environments involving mechanical systems and equipment.  Standard working hours are Monday through Friday, with additional hours required during critical project phases.