Project Coordination Assistant: Scheduling, Docs & Reporting

SSOE; Birmingham (AL); On-site; USD 50,000 - 60,000; Full time

Job summary

SSOE is seeking a Project Management Assistant in the Birmingham, AL area to support the Architecture team and collaborate with Project Managers on administrative tasks, schedules, spreadsheets, cost estimates, databases, and reporting.

The role emphasizes organization, clear communication, and adherence to deadlines, with occasional travel to branch offices or client facilities. You will be part of a dynamic team focused on delivering quality projects on schedule and within budget.

Qualifications

• Associate or Bachelor degree-tracked in business related field or high school diploma with minimum two (2) years of direct experience with data entry and various computer systems and software packages/programs.
• Must have good verbal and written communication skills.
• Must possess strong organizational skills and be able to work in a deadline oriented environment.
• Salary Range: $50,000 - $60,000/year depending on location, education, experience, and any certifications that are directly related to the position.
• Benefits include health, dental and vision insurance, life insurance, 401k, PTO & paid holidays.

Responsibilities

• Assists Project Managers with day-to-day administrative tasks.
• Establishes and maintains project filing systems, including design and central project correspondence files.
• Performs light typing assignments including transmittals, envelopes, labels, contracts, and forms in coordination with Information Processing. May provide backup support to Information and Specification Processing.
• Coordinates printing, updating, and distribution of scope of work manuals and detail books for appropriate branch offices, as well as inter-branch communications for multi-branch projects.
• Coordinates bulletin and addendum assembly and the coordination of printing and processing. Coordinates all printing, assembly, and distribution of construction documents being issued for bids. Coordinates title blocks for consistency.
• Handles telephone communication with external customers relative to construction document distribution. May respond to, or initiate inquiries, from internal and external customers.
• Assists with the preparation of permits and applications, including sealing and/or stamping drawings, for approvals and submittals.
• Sets up and assists with maintenance of project scheduling, spreadsheets, construction cost estimates, databases, and reports.
• Attends Administration meetings. May attend project meetings including start-up meetings.
• .administers the document transfer procedure. Works with Project Managers to screen and prepare job files for archiving and communicates such procedures.
• May arrange for lunch and refreshments or prepare conference rooms for meetings.
• May receive, process and distribute interoffice correspondence and incoming mail relative to project management. Assists Project Managers with the coordination and delivery of outgoing mail (e.g. faxes).
• May initiate team coordination memos to communicate project issues or coordination problems.
• May assist with training of new Project Management Assistants and/or new project team members to familiarize them with SSOE and customer-specific procedures.
• May travel to SSOE branch offices and/or customer facilities for coordination purposes or to provide training.
• Occasional travel may be required.
• Valid driver's license required. May be waived for international assignments.

Skills

Data entry

Verbal communication

Written communication

Organizational skills

Deadline oriented

Education

Business degree (associate/bachelor)

High school diploma + 2+ years experience

Tools

MS Office

Job description

SSOE is seeking a Project Management Assistant in the Birmingham, AL area to support the Architecture team and collaborate with Project Managers on administrative tasks, schedules, spreadsheets, cost estimates, databases, and reporting.

The role emphasizes organization, clear communication, and adherence to deadlines, with occasional travel to branch offices or client facilities. You will be part of a dynamic team focused on delivering quality projects on schedule and within budget.