Assistant Project Manager

Trinity Consultants; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

Trinity Consultants in New York is seeking an Assistant Project Manager to provide vital support for project delivery. This role requires extensive coordination throughout the project lifecycle, including managing schedules, overseeing invoicing, and supporting project managers. Candidates should have 3+ years in project coordination, excellent organizational skills, and proficiency in Microsoft Office Suite. A Bachelor's Degree and CAPM certification are preferred. This position offers the chance to work within a dynamic environment, managing various data center projects.

Qualifications

• 3+ years of experience in project coordination, preferably in large-scale projects.
• Strong ability to prioritize and manage multiple projects in a fast-paced environment.
• Highly organized with strong attention to detail and follow-through.

Responsibilities

• Manage and maintain project schedules across multiple active data center builds.
• Coordinate resource allocation based on project budgets and schedules.
• Oversee and coordinate the invoicing process across multiple Data Center projects.

Skills

Project coordination

Communication skills

Microsoft Office Suite

Financial tracking

Organizational skills

Education

Bachelor's Degree

CAPM Certified

Tools

Microsoft Teams

Zoom

ACC Autodesk

Job description

As the Assistant Project Manager, you will play a vital role in supporting the successful delivery of projects within the studio. This position provides comprehensive coordination and administrative support throughout the project lifecycle—from proposal development to project close‑out. You will assist with key functions such as resource planning, invoicing, and tracking project milestones, while working closely with project managers to ensure smooth day‑to‑day operations and efficient execution. Your organizational skills and attention to detail will help drive team efficiency and project success.

Duties and Responsibilities

• Manage and maintain project schedules across multiple active data center builds, ensuring alignment with overall program milestones
• Establish and track project billing schedules, support financial tracking and forecasting
• Assist Project Managers in preparing and maintaining bi‑weekly/monthly project status reports
• Coordinate resource allocation based on project budgets, schedules, and PM input
• Maintain and update project execution plans to reflect resourcing and schedule changes
• Support accounts receivable efforts and follow up on outstanding invoices
• Oversee and coordinate the invoicing process across multiple Data Center projects within the portfolio
• Deliver a high level of customer service to internal teams, clients, vendors, and stakeholders
• Manage workload priorities, track deliverables, and ensure deadlines are consistently met

Project Lifecycle Coordination

Project Start‑Up

• Coordinate contract execution, RFPs/proposals, and work authorizations; establish project directories, initiate project and sub‑project numbers, and develop billing schedules and resource plans

Early Project Phases

• Maintain accurate project documentation (digital and hard copy), coordinate printing/scanning, manage tracking logs and spreadsheets, support correspondence, and coordinate meetings (including agendas and minutes)

Design & Construction Phases

• Manage file sharing and document control, coordinate print sets, and track RFIs, submittals, and design changes

Project Close‑Out

• Coordinate final documentation, on‑site punch lists, and financial system close‑out activities

Design & QA/QC Coordination

• Coordinate with the production team across all active data center projects to ensure all drawing packages are processed through the QA/QC AI tool prior to submission
• Track QA/QC compliance and ensure all comments are coordinated with Project Managers and Engineering teams, incorporated, and resolved in final design packages prior to release
• Assist Accounting and Project Managers with invoice preparation and processing
• Track financial performance and support budget monitoring activities
• Request and manage insurance certificates as required

Meetings & Communication

• Schedule and coordinate meetings across multiple stakeholders and time zones
• Attend meetings as required to document minutes, track action items, and drive follow‑ups
• Support collaboration via Microsoft Teams, Zoom, ACC Autodesk and other communication platforms

Required Skills & Qualifications

• 3+ years of experience in project coordination, preferably supporting large‑scale or multi‑site projects (data center, telecom, or construction environments preferred)
• Strong ability to prioritize and manage multiple projects in a fast‑paced environment
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail and follow‑through
• Professional, proactive, and able to operate with a strong sense of urgency
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Experience with collaboration tools (Microsoft Teams, Zoom, ACC etc.)
• Ability to work independently with minimal supervision
• Adaptable and capable of managing changing priorities and project demands

Education and Experience

• Bachelor's Degree preferred
• CAPM, (Certified Associate in Project Management) preferred

Physical Requirements

The physical requirements listed below represent the minimum standards that an employee must meet to perform the essential functions of this role successfully. Reasonable accommodations can be made to enable individuals with disabilities to perform these functions.

• Regularly required to sit, use hands, and communicate verbally
• Occasionally required to stand, walk, and reach with hands and arms
• Must occasionally lift and/or move up to 10 pounds