Assistant Project Manager (Gainesville)

Abstrakt Marketing Group; Gainesville (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Abstrakt Marketing Group seeks an Assistant Project Manager to support HVAC project coordination from planning through commissioning. You will help schedule labor, manage documents, and communicate with clients to keep projects on track.

The role requires 2–4 years in HVAC, a related degree, and proficiency with MS Office, MS Project, AutoCAD, and Procore. Travel and a valid driver’s license are expected.

Qualifications

• Bachelor’s degree in Mechanical Engineering, Construction Management, or related field preferred.
• HVAC-related certifications are a plus (EPA, NATE).

Responsibilities

• Assist the Project Manager in planning and coordinating all HVAC project phases.
• Monitor project timelines, milestones, and deliverables to ensure deadlines are met.
• Collaborate with field teams, subcontractors, and vendors to ensure smooth project execution.
• Help with scheduling and coordination of labor, materials, and equipment for HVAC installations.
• Maintain project documentation, including contracts, change orders, permits, and inspection reports.
• Prepare reports, meeting notes, and updates for the Project Manager and clients.
• Assist in maintaining project budgets, tracking expenditures, and managing purchase orders.
• Help in the preparation of project proposals, cost estimates, and client presentations.
• Act as a point of contact for clients, subcontractors, and vendors when the Project Manager is unavailable.
• Assist with coordinating client meetings, progress updates, and follow-ups.
• Help maintain positive relationships with clients by addressing their questions and concerns in a timely manner.
• Assist in ensuring HVAC installations meet quality standards and project specifications.
• Help oversee compliance with local, state, and federal regulations, including safety and environmental codes.
• Support site inspections and assist in resolving any issues identified during the quality control process.
• Help the Project Manager identify potential project risks and develop strategies to mitigate them.
• Assist with troubleshooting issues that arise during the project, ensuring minimal impact on schedules and budgets.
• Ensure that safety protocols are followed on job sites and address any concerns with safety compliance.
• Assist in tracking project costs and staying within the allocated budget.
• Help prepare and review invoices, financial reports, and cost analysis.
• Work with the finance team to manage project billing, collections, and payments to vendors and subcontractors.
• Assist in project closeout activities, including final inspections, documentation, and commissioning of HVAC systems.
• Provide post-installation support to clients, such as coordinating maintenance or follow-up services.
• Ensure all documentation and project files are completed and properly stored for future reference.

Skills

Organizational skills

Written and verbal communication

Budgeting basics

MS Office Suite

MS Project

AutoCAD

Blueprint reading

Procore proficiency

Travel willingness

Driver's license

Education

Bachelor’s degree in Mechanical Engineering or Construction Management

EPA certification or NATE certification a plus

Tools

MS Project

AutoCAD

Procore

Job description

Assistant Project Manager

Overview

The Assistant Project Manager supports the Project Manager in overseeing projects, ensuring successful project execution from planning through completion. This role involves assisting with project coordination, managing administrative tasks, and ensuring that project deadlines are met. The Assistant Project Manager will collaborate with internal teams, clients, contractors, and vendors to ensure efficient project operations.

Key Responsibilities

1. Project Coordination

o Assist the Project Manager in planning and coordinating all phases of HVAC projects.

o Monitor project timelines, milestones, and deliverables to ensure deadlines are met.

o Collaborate with field teams, subcontractors, and vendors to ensure smooth project execution.

o Help with scheduling and coordination of labor, materials, and equipment for HVAC installations.

2. Administrative Support

o Maintain project documentation, including contracts, change orders, permits, and inspection reports.

o Prepare reports, meeting notes, and updates for the Project Manager and clients.

o Assist in maintaining project budgets, tracking expenditures, and managing purchase orders.

o Help in the preparation of project proposals, cost estimates, and client presentations.

3. Client & Stakeholder Communication

o Act as a point of contact for clients, subcontractors, and vendors when the Project Manager is unavailable.

o Assist with coordinating client meetings, progress updates, and follow-ups.

o Help maintain positive relationships with clients by addressing their questions and concerns in a timely manner.

4. Quality Control & Compliance

o Assist in ensuring HVAC installations meet quality standards and project specifications.

o Help oversee compliance with local, state, and federal regulations, including safety and environmental codes.

o Support site inspections and assist in resolving any issues identified during the quality control process.

5. Risk Management & Issue Resolution

o Help the Project Manager identify potential project risks and develop strategies to mitigate them.

o Assist with troubleshooting issues that arise during the project, ensuring minimal impact on schedules and budgets.

o Ensure that safety protocols are followed on job sites and address any concerns with safety compliance.

6. Financial Support

o Assist in tracking project costs and staying within the allocated budget.

o Help prepare and review invoices, financial reports, and cost analysis.

o Work with the finance team to manage project billing, collections, and payments to vendors and subcontractors.

7. Post-Project Support

o Assist in project closeout activities, including final inspections, documentation, and commissioning of HVAC systems.

o Provide post-installation support to clients, such as coordinating maintenance or follow-up services.

o Ensure all documentation and project files are completed and properly stored for future reference.

Qualifications

1. Educational Requirements

o Bachelor’s degree in Mechanical Engineering, Construction Management, or a related field preferred. Equivalent experience in the HVAC industry may be considered.

o HVAC-related certifications or coursework is a plus (e.g., EPA certification, NATE certification).

2. Experience

o 2-4 years of experience in the HVAC industry, with some experience in project coordination or management preferred.

o Hands-on knowledge of HVAC systems, installations, and construction processes.

o Familiarity with project management methodologies and tools.

3. Skills

o Strong organizational skills, with the ability to handle multiple tasks and projects simultaneously.

o Excellent written and verbal communication skills.

o Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), project management software (e.g., MS Project), and familiarity with AutoCAD or similar software.

o Ability to read and understand blueprints, technical drawings, and HVAC system designs.

o Strong attention to detail and problem-solving skills.

o Basic understanding of budgeting and cost management.

4. Other Requirements

o Willingness to travel to job sites as needed.

o Valid driver’s license and clean driving record.

o Ability to work in a fast-paced environment and meet deadlines.

Preferred Qualifications

Familiarity with local building codes and HVAC industry standards.

Experience working with subcontractors and managing supplier relationships.

Knowledge of sustainable and energy-efficient HVAC systems.

Procore Proficiency