Assistant Project Manager – Mechanical

MSS Solutions, LLC; Winston-Salem (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

MSS Solutions, LLC is seeking an Administrative Assistant – Mechanical to support the Operations and Mechanical team. You will distribute weekly labor schedules, manage crew lists, and assist in meetings with minutes and follow-ups.

You will also support field staff with time and attendance, expenses, and PTO, coordinate travel under company policies, and liaise with labor agencies and project teams. This role requires strong communication and MS Office proficiency.

Qualifications

• Proficiency with Microsoft Office (Excel, Word, PowerPoint, SharePoint).
• Strong written and verbal communication skills.
• Ability to interact professionally with staff at all levels.
• Must pass background check and drug test.

Responsibilities

• Provide day-to-day administrative support to Operations and Mechanical team.
• Distribute weekly labor schedule and crew list.
• Update payroll and HR with crew lists and travel information weekly.
• Attend meetings, take minutes, and follow up on actions.
• Support field staff with Time & Attendance, expenses, and PTO.
• Coordinate travel for Charlotte Mechanical Construction per policy.
• Assist Labor Coordinator with liaison between labor agencies and project teams.
• Communicate effectively with staff, customers, and vendors.
• Support submittal management and track equipment orders; keep logs current.
• Help Warehouse track PO inventory and shipping/receiving dates.
• Assist with Closeout documentation and warranty tracking with vendors.
• Capture lessons learned for estimating purposes.
• Other duties as needed.

Skills

MS Office Suite

Written & verbal communication

Background check & drug test

Mechanical systems knowledge

Education

Tools

Windows OS

SharePoint

Job description

Administrative Assistant – Mechanical

Roles and Responsibilities

• Day-to-day administrative support for the Operations and Mechanical team.
• Distribute weekly labor schedule and crew list.
• Provide crew list updates and travel information weekly to payroll and HR.
• Organize and prepare, and attend multiple weekly meetings, responsible for meeting minutes and follow-up.
• Provide support to field staff for Time & Attendance, expenses, PTO, etc.; assist in general troubleshooting.
• Coordinate travel arrangements for Charlotte Mechanical Construction per company guidelines/policy.
• Assist Labor Coordinator in acting as a liaison between labor agencies and the project teams to fulfill project needs.
• Establish solid communication with all staff, both field and corporate, customers, and vendors.
• Assist with the submittal management process and track equipment orders. Ensure all logs are correct and up to date.
• Support Warehouse by tracking PO inventory (daily function), recording incoming shipping dates, receiving dates and bin locations.
• Assist with Closeout documentation. Track and follow up with subcontractors and equipment vendors for warranty dates when required.
• Capture Lessons Learned and share with the project team for estimating purposes.
• Other such duties and responsibilities as needed.

Qualifications and Requirements

• Demonstrated proficiency in Microsoft Office (Excel, Word, PowerPoint, SharePoint) and basic Windows environment.
• Knowledge of Mechanical Systems and construction is a plus.
• Demonstrated competence in written and verbal communication skills.
• Ability to positively represent the company and communicate with others at varying technical levels.
• Must successfully pass a background check & drug test.
• Physical Demands: Constant sitting, walking short distances, bending, stooping, twisting, reaching above and/or below shoulder, handling/grasping documents or office equipment, clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately in‑person and/or on the telephone, vision sufficient to read source materials and computer screen data, repetitive motions for computer equipment use, lift 25 lbs. occasionally, 5‑10 lbs frequently to lift/carry/move objects, files and documents.

Work Environment

Work is performed in an office environment with air conditioning and bright lights.

Benefits

• MSS Solutions, LLC is an equal‑opportunity employer and a drug‑free environment.
• All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.