Project Management Assistant

Vibehackers; Austin, Northern (TX, KY); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Dental insurance

401K with company matching

Professional development and training

PTO and paid holidays

Bonus opportunities

Job summary

Vibehackers is seeking a Project Management Assistant to support PMs, engineers, and design teams by managing engineering documents, transmittals, and project records. You will ensure document accuracy, compliance, and smooth execution through administrative and coordination support.

The role emphasizes meeting coordination, logs, and onboarding assistance, with a hybrid work arrangement and strong emphasis on collaboration and organization.

Qualifications

• Demonstrated experience with document control procedures or engineering project coordination.
• Strong prioritization, task execution, and communication skills to meet deadlines.
• High attention to detail and excellent organizational abilities.
• Excellent oral and written communication for reports and meetings.
• Proficient with Microsoft Office and PDF rendering/editing tools.

Responsibilities

• Generate, manage, and track project documents, submittals, and logs.
• Check documents and drawings for accuracy per standards.
• Maintain schedules, drawings, and specifications for projects.
• Verify contract compliance and deliverable tracking.
• Coordinate meetings, prepare minutes, and track action items.
• Handle document transmittals and logs of sent/received docs.
• Identify project issues and assist with solutions.
• Assist onboarding and training of new assistants.

Skills

Document control

Project coordination

Communication

Organizational skills

Attention to detail

Meeting coordination

Administrative support

Training & mentoring

Schedule management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Access

SharePoint

Bluebeam

Acrobat

Job description

Explicitly references vibe-coding platforms and LLMs; AI is provided from day one to enhance productivity and workflows.

About the Role

Support Project Managers and engineering/design teams by managing and maintaining engineering documents, transmittals, and project records to ensure compliance with company, industry, and client standards. Facilitate meeting coordination, document control, and administrative project support to enable timely and accurate delivery of design packages.

Job Description

Role

The Project Management Assistant will support Project Managers, engineers, and design teams within SSOE’s Tool Install division by managing and maintaining all engineering documents, drawing packages, transmittals, and project records. The role ensures document accuracy, compliance with contract and industry requirements, and smooth project execution through administrative and coordination support.

Key Responsibilities

• Generate, capture, manage, track, and retrieve all project-related documents, including formal correspondence, submittals, deliverables, RFIs, and document tracking logs.
• Check documents and drawings for accuracy and ensure they meet company, industry, and client standards.
• Maintain project documentation such as schedules, technical drawings, and specifications.
• Verify compliance with contract requirements, manage documentation, and track all project deliverables.
• Coordinate and document project meetings, prepare meeting minutes, and track action items.
• Handle transmittals of documents, ensure timely distribution, and maintain logs of sent and received documents.
• Identify project-related issues or bottlenecks and assist in finding solutions.
• May assist with onboarding and training of new Project Management Assistants or project team members.

Requirements

• Demonstrated experience with document control procedures, engineering project coordination, or technically related experience supporting project management teams.
• Strong prioritization, task execution, and communication skills; ability to coordinate multiple activities and meet project deadlines.
• High attention to detail and strong organisational skills.
• Excellent oral and written communication skills, including reports, summaries, and presentations.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Access, SharePoint, and PDF rendering/editing software (e.g., Bluebeam, Acrobat).

SSOE provides responsible access to industry-leading AI Large Language Models and vibe-coding platforms and trains staff to integrate AI tools into workflows to boost productivity, creativity, and efficiency.

• Salary range: $55,000 - $70,000 per year (depending on location, education, experience, and certifications).
• Benefits include comprehensive health, dental, and vision insurance; life insurance; 401(k) with company matching; professional development and training support (including licensure/certification support); generous PTO and paid holidays; leadership incentive components and bonus opportunities.

Work Arrangement

• Hybrid work arrangement indicated (#LI-Hybrid).

Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Outlook Microsoft Access SharePoint Bluebeam Adobe Acrobat Large Language Models vibe-coding platforms

Skills

Document Control Project Coordination Communication Organization Time Management Attention to Detail Compliance Meeting Coordination Collaboration Training & Mentoring Administrative Support Schedule Management

Experience Level

Mid

USD 55, 000 - 70, 000/year

Employment Type

Full-time

• Dental insurance
• 401K with company matching
• Professional development and training (support for licensure & certifications)