Project Manager Assistant

Position Overview

We are seeking a highly motivated Project Manager Assistant to serve as a force-multiplier for our Senior Project Manager. This role focuses on eliminating administrative overhead, tightening project execution, and protecting leadership focus. The PM Assistant will own meeting orchestration, action tracking, risk management, cross-team coordination, and executive-quality reporting.

Key Responsibilities

Execution Enablement

• Drive comprehensive meeting cycles: prepare agendas, materials, and pre-reads; facilitate timeboxing; capture decisions, owners, and deadlines
• Maintain RAID (Risks, Assumptions, Issues, Dependencies) logs; chase owners for updates; escalate early with actionable options
• Track action items across project management platforms; update status and proactively nudge owners before due dates
• Draft and publish weekly stakeholder updates; tailor communications for executive vs. team audiences
• Build lightweight dashboards for schedule, scope, and throughput monitoring

Focus & Flow Protection

• Triage inbox and messages; gate requests; draft responses for PM review when appropriate
• Own calendar architecture: protect focus blocks, sequence meetings logically, enforce agenda and attendance discipline
• Provide pre-brief/debrief support for key meetings; compile one-page briefs with context, open decisions, and strategic angles

Coordination & Documentation

• Manage change-request intake; log scope changes and assess downstream impacts
• Maintain RACI matrices; keep source-of-truth documentation current
• Coordinate cross-team handoffs; verify acceptance criteria and project readiness

Operational Management

• Handle light budget/PO tracking; coordinate with vendors; manage timesheet and forecast reminders
• Create and refine Standard Operating Procedures and templates

Construction & Project Controls (for construction projects)

• Legal & Compliance: Gather project information; prepare and file preliminary liens within statutory windows; maintain lien/COI tracking
• Lien Waivers: Collect conditional/unconditional waivers; verify amounts vs. pay applications; ensure proper notarization; issue unconditional waivers post-funding
• Draw/Pay Applications: Prepare monthly draw packages; reconcile to budget; coordinate approvals; submit on schedule and track funding
• Submittals & Shop Drawings: Maintain submittal logs; solicit from subcontractors/suppliers; check completeness; route for approvals; expedite long-lead items
• RFIs: Draft and log Requests for Information; submit and follow up; distribute responses and update project documentation
• Procurement Administration: Draft purchase orders; place orders within approved budgets; schedule equipment and deliveries; coordinate resources
• Safety Administration: Coordinate toolbox talks; track PPE; log incidents and follow-ups
• Project Closeout: Track punch lists, O&M manuals, warranties, as-builts; assemble closeout packages

Required Qualifications

• 3-5+ years in project coordination, operations, or PMO support
• Construction project administration experience strongly preferred (draws, lien waivers, submittals)
• Mastery of project management tools (Jira/Asana/Smartsheet) and advanced spreadsheet skills
• Excellent written communication with ability to translate technical updates into executive-ready summaries
• High follow-through, bias to action, low ego, and discretion with sensitive information

Preferred Qualifications

• Familiarity with AIA-style pay applications, construction management software, and lender draw portals
• Agile methodology exposure, basic BI/reporting, financial tracking experience, vendor management

Work Schedule & Availability

• Full-time Position, 40 hours per week
• Schedule: Mountain Standard Time (MST)

Job Type: Full-time

Pay: Php45,000.00 per month

Benefits:

• Work from home

Application Question(s):

• Please submit a 1-2 minute video introduction covering who you are and why you're well-suited for this position. Make sure that when you submit, the link is accessible. This video introduction is required for all candidates to proceed in the selection process. Non-compliance will result in disqualification. Put the link on the answer box. Thank you

Experience:

• project coordination, operations, & PMO: 3 years (Required)
• construction project administration: 1 year (Required)
• Jira/Asana/Smartsheet: 3 years (Required)

Work Location: Remote