Assistant Project Manager

Vortex Companies; Helena, Northern (MT, KY); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Vacation

Employee assistance programs

Job summary

Vortex Companies, LLC is seeking an Assistant Project Manager to support front-end project execution across multiple active projects in a fast-paced, field-driven environment. You will help with pre-bid activities, estimates, contract administration, and day-to-day tracking.

The role bridges office and field teams; you’ll help develop schedules, monitor budgets, review invoices and submittals, and coordinate with customers and subcontractors.

Qualifications

• Bachelor’s degree in Construction Management, Engineering, or related field preferred.
• 1–3 years of experience in construction, utilities, or infrastructure projects preferred.
• Exposure to underground utilities, pipeline, or industrial projects is a plus.

Responsibilities

• Assist with pre-bid activities, including document review, scope coordination, and bid preparation.
• Order and manage plans, specifications, and bid documents.
• Support estimating efforts by gathering quantities, vendor quotes, and subcontractor information.
• Assist with bid submissions and ensure all required documentation is complete and accurate.
• Set up and maintain project files, ensuring all documentation is organized, current, and accessible.
• Assist with contract review and administration, including tracking key terms, deliverables, and timelines.
• Support onboarding of projects into internal systems and ensure proper job setup.
• Work closely with Project Managers and Operations to support project planning and execution.
• Assist in developing and maintaining project schedules, tracking milestones, and identifying risks.
• Monitor project budgets and support cost tracking, flagging variances as they arise.
• Review invoices, change orders, and cost estimates for accuracy and alignment with project scope.
• Track submittals, RFIs, permits, and other project documentation.
• Act as a liaison between field crews, customers, subcontractors, and internal teams.
• Communicate project updates, issues, and progress to Project Managers on a consistent basis.
• Support field teams by helping coordinate materials, equipment, and logistics.
• Assist in resolving field-related issues and addressing customer concerns in a timely manner.
• Participate in job walks, project meetings, and coordination calls as needed.
• Assist with project reporting, including status updates, cost tracking, and performance metrics
• Support general office operations and administrative functions tied to project execution
• Ensure accuracy of daily reports, time tracking, and project documentation
• Identify opportunities to improve processes, organization, and project efficiency
• Interact regularly with field crews to support execution and maintain alignment
• Manage multiple projects and priorities in a fast-paced environment
• Perform other duties as assigned

Skills

Strong communication

Highly organized

Multi-project management

Problem-solving

Safety-focused

Education

Bachelor's degree in Construction Management or Engineering

Tools

Microsoft Office

ERP systems

Project management software

Job description

Want to be part of one of the country’s fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we’re growing every day!

We think BIG about solving the world’s toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do.

The Assistant Project Manager plays a key role in supporting front-end project execution and ongoing coordination across multiple active projects. This position is responsible for assisting with pre-bid efforts, estimating support, bid submissions, contract administration, and day-to-day project tracking.

This role works across both the office and field, helping ensure communication flows effectively between teams, documentation is accurate, and projects stay on schedule and within budget. The ideal candidate is highly organized, proactive, and comfortable operating in a fast-paced, field-driven environment with multiple priorities.

Key Responsibilities

Pre-Construction & Bid Support

• Assist with pre-bid activities, including document review, scope coordination, and bid preparation
• Order and manage plans, specifications, and bid documents
• Support estimating efforts by gathering quantities, vendor quotes, and subcontractor information
• Assist with bid submissions and ensure all required documentation is complete and accurate

Project Setup & Documentation

• Set up and maintain project files, ensuring all documentation is organized, current, and accessible
• Assist with contract review and administration, including tracking key terms, deliverables, and timelines
• Support onboarding of projects into internal systems and ensure proper job setup

Project Coordination & Execution

• Work closely with Project Managers and Operations to support project planning and execution
• Assist in developing and maintaining project schedules, tracking milestones, and identifying risks
• Monitor project budgets and support cost tracking, flagging variances as they arise
• Review invoices, change orders, and cost estimates for accuracy and alignment with project scope
• Track submittals, RFIs, permits, and other project documentation

Field & Client Support

• Act as a liaison between field crews, customers, subcontractors, and internal teams
• Communicate project updates, issues, and progress to Project Managers on a consistent basis
• Support field teams by helping coordinate materials, equipment, and logistics
• Assist in resolving field-related issues and addressing customer concerns in a timely manner
• Participate in job walks, project meetings, and coordination calls as needed

Reporting & Operations Support

• Assist with project reporting, including status updates, cost tracking, and performance metrics
• Support general office operations and administrative functions tied to project execution
• Ensure accuracy of daily reports, time tracking, and project documentation
• Identify opportunities to improve processes, organization, and project efficiency

General Responsibilities

• Interact regularly with field crews to support execution and maintain alignment
• Manage multiple projects and priorities in a fast-paced environment
• Perform other duties as assigned

Qualifications

Education & Experience

• Bachelor’s degree in Construction Management, Engineering, or related field preferred
• 1–3 years of experience in construction, utilities, or infrastructure projects preferred
• Exposure to underground utilities, pipeline, or industrial projects is a plus

Skills & Abilities

• Strong communication skills with the ability to work effectively across field and office teams
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple projects and shifting priorities
• Proficiency in Microsoft Office (Excel, Word, PowerPoint); experience with project management or ERP systems is a plus
• Basic understanding of project scheduling, cost tracking, and construction workflows
• Problem-solving mindset with the ability to anticipate needs and take initiative
• Safety-focused with an understanding of field operations and job site environments
• Comprehensive benefits packages that include health insurance, retirement plans, vacation, and other employee assistance offerings.

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.