Assistant Project Manager / Selections Coordinator

The Contractor Consultants; San Carlos (CA); Sur place; USD 80 000 - 110 000; Plein temps

Résumé du poste

Innovative Custom Builders in San Carlos, CA is seeking an Assistant Project Manager / Selections Coordinator for high-end residential projects. You will coordinate selections, organize specs, manage purchasing, and support PMs with day-to-day activities, ensuring accurate information and timely communication with vendors and site teams.

The role involves research, documentation, and keeping project records organized in Buildertrend.

Qualifications

• Strong computer and technology skills.
• High proficiency with spreadsheets and cloud-based software.
• Ability to read and understand architectural drawings and construction documents.
• Strong organization and attention to detail.
• Ability to manage multiple priorities, deadlines, projects, and follow-up items at the same time.
• Comfortable researching products and interpreting technical specifications.
• Strong written and verbal communication skills.
• Ability to review proposals, purchase orders, invoices, and vendor documentation accurately.
• Proactive approach to identifying missing information and resolving coordination issues.
• Strong follow-through and ability to keep tasks moving without constant supervision.

Responsabilités

• Selections & Specifications: Create and maintain project selection specs using Buildertrend and established processes.
• Organize and track selections for lighting, fireplaces, tile, countertops, fixtures, cabinetry, appliances, doors, trim, flooring, windows/doors, stone, stairs, and related materials.
• Research products, compare specs, pricing, lead times, and availability.
• Keep selection information accurate and accessible to the project team.
• Purchasing & Vendor Coordination: Coordinate pricing, approvals, purchasing, orders, delivery, and receiving.
• Track selections from research through final delivery, monitor lead times and delays.
• Communicate with vendors about pricing, specs, availability, substitutions, and delivery needs.
• Coordinate material needs with PMs and Site Superintendents.
• Review quotes, PO, invoices, and delivery docs for accuracy.
• Project Management Support: Assist PMs with documentation, coordination, and records in Buildertrend.
• Maintain organized project records and visibility of status across teams.
• Assist with workflows, task tracking, owner items, and scheduling.
• Help create and maintain Buildertrend templates and PM processes.
• Support development of Gantt schedules and follow-up items.

Connaissances

Technology proficiency

Spreadsheets

Reading drawings

Organization

Multi-tasking

Vendor communication

Proactive problem-solving

Outils

Buildertrend

Description du poste

Job Overview

Company: Innovative Custom Builders

Location: San Carlos, California

Employment Type: Full-Time

Project Type: High-End Custom Residential Construction

Compensation: $80,000 - $110,000 depending on experience

The Opportunity

Innovative Custom Builders is seeking a highly organized, detail-oriented Assistant Project Manager / Selections Coordinator to support our Project Management team on high-end custom residential projects. This role combines construction coordination, purchasing, product research, material selections, documentation, and project administration. You will help keep important project information organized, track selections and orders from research through installation, support Project Managers with day-to-day coordination, and make sure the team has accurate information when it is needed. This is an excellent opportunity for someone who enjoys construction, architecture, interior finishes, technology, organization, and problem-solving and wants to build a long-term career in residential project management.

What You’ll Do

• Selections & Specifications
• Create and maintain project selection specifications using Buildertrend and the company’s established processes.
• Organize and track selections for items including:
• Recessed and decorative lighting, fireplaces, tile and countertops, plumbing fixtures, shower enclosures, mirrors and bathroom accessories, cabinetry and cabinet accessories, appliances, interior doors and finish hardware, interior trim, flooring, exterior windows and doors, stone materials, stairs and related finish materials.
• Research products and compare specifications, pricing, lead times, and availability.
• Keep selection information accurate, organized, and accessible to the project team.
• Purchasing & Vendor Coordination
• Coordinate pricing, approvals, purchasing, order confirmations, delivery, and receiving.
• Track each selection and material order from initial research through final delivery.
• Monitor lead times and identify potential delays before they affect the project schedule.
• Communicate with vendors regarding pricing, specifications, availability, substitutions, and delivery requirements.
• Coordinate material needs with Project Managers and Site Superintendents.
• Review quotes, purchase orders, invoices, confirmations, and delivery documentation for accuracy.
• Project Management Support
• Assist Project Managers with project documentation and day-to-day coordination.
• Maintain organized project records in Buildertrend and other company systems.
• Help keep selection, purchasing, ordering, delivery, and installation status visible to the team.
• Assist with project workflows, task tracking, owner-related action items, and scheduling.
• Help create and maintain Buildertrend templates and internal project-management processes.
• Support the development and maintenance of project Gantt schedules.
• Assist with follow-up items and help identify missing information before it becomes a project issue.
• Estimating & Preconstruction Support
• Assist with product research and pricing.
• Review architectural drawings and construction documents.
• Help with material takeoffs and quantity verification.
• Support the estimating team with specifications and vendor information.
• Research building materials, product requirements, and applicable code information when needed.

What We’re Looking For

• Strong computer and technology skills.
• High proficiency with spreadsheets and cloud-based software.
• Ability to read and understand architectural drawings and construction documents.
• Strong organization and attention to detail.
• Ability to manage multiple priorities, deadlines, projects, and follow-up items at the same time.
• Comfortable researching products and interpreting technical specifications.
• Strong written and verbal communication skills.
• Ability to review proposals, purchase orders, invoices, and vendor documentation accurately.
• Proactive approach to identifying missing information and resolving coordination issues.
• Strong follow-through and ability to keep tasks moving without constant supervision.
• Interest in residential construction, architecture, interior finishes, purchasing, or project management.

Preferred Experience

• Buildertrend experience.
• Residential construction experience.
• Project coordination or Assistant Project Manager experience.
• Purchasing, procurement, or vendor-management experience.
• Architectural or interior-design education or experience.
• Estimating or material-takeoff experience.
• Experience maintaining project schedules or Gantt charts.
• Familiarity with construction documents and building materials.
• Basic knowledge of building codes or demonstrated ability to research applicable requirements.

What Success Looks Like

• Keeps information organized and easy for the team to find.
• Tracks selections and orders without items falling through the cracks.
• Identifies missing information before it delays the job.
• Communicates clearly with vendors, Project Managers, and Site Superintendents.
• Learns quickly and becomes increasingly familiar with the full custom-home construction process.
• Uses technology effectively to make the Project Management team more efficient.
• Takes ownership of follow-up and closes the loop on assigned tasks.
• Develops the construction knowledge needed to grow into broader project-management responsibilities over time.

Why Join Innovative Custom Builders

You will work alongside experienced construction professionals on sophisticated custom residential projects throughout the San Francisco Peninsula.

This position offers exposure to nearly every stage of the project lifecycle, including estimating, purchasing, design coordination, field operations, scheduling, and project management.

For someone who wants to build a career in high-end residential construction, this role offers a strong opportunity to learn while making an immediate impact on the team.

About Innovative Custom Builders

Innovative Custom Builders specializes in high-end custom residential construction throughout the San Francisco Peninsula. Our team works with leading architects, designers, consultants, trades, and clients to deliver highly detailed custom homes.

We value organization, collaboration, craftsmanship, accountability, and people who take initiative.

Learn more about our vision at https://icb.builders/.

Innovative Custom Builders is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender expression, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or any other status protected by law or regulations. It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors.