Job Title: Assistant Project Manager
Reports to: Project Manager
Grade Level: [ ] FLSA: Exempt
POSITION SUMMARY
The Assistant Project Manager supports the Project Manager throughout the full project lifecycle, from job kickoff and mobilization through construction, commissioning, and closeout. This role coordinates equipment and material procurement, maintains project controls and documentation, tracks budgets, production, purchase orders, pay applications, submittals, and guaranteed milestones, and works closely with internal teams, Owners, engineers, vendors, and subcontractors to support safe, compliant, and successful project delivery.
KEY JOB RESPONSIBILITIES:
Project Planning & Execution
- Support job kickoff activities, including scope review, responsibility assignments, schedule alignment, document setup, and communication of project requirements. Coordinate project mobilization by ordering and tracking equipment, materials, temporary facilities, and other resources required for field startup.
- Support all phases of solar EPC (Engineering, Procurement, and Construction) projects to maintain alignment with project scope, schedule, budget, and guaranteed milestones.
- Maintain project schedules, production trackers, action-item logs, and other job-tracking tools; identify variances and follow up on required corrective actions.
- Coordinate with internal design, procurement, logistics, and field teams to support timely project execution and material availability.
- Track submittal packages from preparation and submission through review, approval, revision, and release for construction.
- Maintain complete and current job books, logs, and supporting records, ensuring required documentation complies with contractual and guaranteed milestone requirements.
Financial & Contract Management
- Support the Project Manager in maintaining project budgets, commitments, cost forecasts, cost-to-complete projections, and change-order tracking.
- Prepare, issue, and track vendor purchase orders, including approvals, delivery status, invoice alignment, and resolution of discrepancies.
- Maintain procurement logs and coordinate with vendors to confirm equipment and material quantities, required-on-site dates, shipping, and delivery.
- Assist with preparation, supporting documentation, submission, and tracking of owner pay applications.
- Track subcontractor pay applications against contracts, approved changes, schedule of values, completed work, stored materials, lien-waiver requirements, and project progress.
- Reconcile project budgets, purchase orders, invoices, production data, and pay applications and promptly communicate variances to the Project Manager.
- Help prepare recurring reports on project financials, production, schedule, progress, procurement status, and risks for leadership and Owners.
Team Coordination & Communication
- Support and coordinate with field construction managers, superintendents, project engineers, procurement personnel, and accounting staff.
- Serve as a day-to-day point of coordination for subcontractors and vendors, communicating schedule, documentation, procurement, quality, and closeout requirements.
- Help facilitate project kickoff, coordination, progress, and closeout meetings with internal teams, clients, vendors, and subcontractors; document and track action items.
- Follow up with subcontractors on submittals, pay applications, change documentation, schedules, deliveries, punch-list items, and turnover deliverables.
- Maintain timely, professional communication across all project stakeholders and escalate issues that may affect safety, quality, cost, schedule, or guaranteed milestones.
Safety, Quality & Compliance
- Promote the company safety culture and assist in enforcing all jobsite safety standards.
- Support and properly document pre-task planning and required project compliance procedures.
- Support implementation and documentation of the project QA/QC plan, including inspections, testing records, deficiency tracking, and corrective-action closeout.
- Coordinate commissioning readiness, schedules, test documentation, issue logs, and required participation by internal teams, vendors, and subcontractors.
- Help ensure project activities and records comply with drawings, specifications, contracts, permits, and applicable local, state, and federal requirements.
Project Closeout
- Support project closeout planning and maintain a closeout tracker covering punch lists, testing and commissioning, as-built drawings, manuals, warranties, training records, and turnover packages.
- Coordinate with subcontractors and vendors to obtain, review, correct, and submit required closeout and commissioning documentation on schedule.
- Verify that project records and job books are complete, organized, and compliant before turnover, including documentation required to substantiate guaranteed milestone achievement.
- Track completion and closure of outstanding punch-list, QA/QC, commissioning, contractual, and financial items.
- Participate in lessons-learned reviews and support archiving of final project records to drive continuous improvement.
