Project Management Assistant

SSOE; Scottsdale (AZ); Hybrid; USD 55,000 - 70,000; Full time

Benefits offered by this job

Health, dental & vision insurance

Life insurance

401K with company matching

Professional development support

PTO & paid holidays

Job summary

SSOE is seeking a Project Management Assistant in the US for the Austin TX or Scottsdale AZ areas. The role supports project managers, engineers, and design teams, handling document control, transmittals, and meeting records to ensure timely, compliant project delivery.

The position emphasizes accuracy, organization, and effective communication within a hybrid work environment, with opportunities for professional development and career growth.

Qualifications

• Demonstrated experience with document control procedures and engineering project coordination.
• Ability to prioritize, execute tasks, and meet project deadlines with attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Generate, capture, manage, track, and retrieve all project-related documents and submittals, ensuring accuracy and compliance with standards.
• Maintain project documentation including schedules, drawings, and specifications.
• Verify contract requirements and track all project deliverables.
• Collaborate with engineers, design teams, and project managers to ensure smooth execution.
• Coordinate meetings and document outcomes via minutes.
• Identify and resolve project-related issues and bottlenecks.
• Handle all transmittals and maintain logs of sent/received documents.
• Assist in training new project management assistants and team members.

Skills

Document control

Project coordination

Communication

Tools

Word

Excel

PowerPoint

Outlook

Access

SharePoint

PDF tools

Bluebeam/Acrobat

Job description

Project Management Assistant

Job Locations US-TX-Austin | US-AZ-Scottsdale

Contract Type: Full Time

Overview

Within SSOE's Tool Install division, we specialize in delivering, designing, and engineering of complex process equipment across semiconductor fabs and advanced manufacturing facilities. Our team is composed of highly skilled and knowledgeable professionals who excel across various disciplines. We pride ourselves on our cross-disciplinary approach, which allows us to understand and address our clients' needs more comprehensively than traditional, siloed methods. What sets us apart is our ability to seamlessly conceptualize, plan, and detail every aspect of design. Our in-house experts collaborate closely, optimizing and enhancing our work through multi-discipline strategy sessions. By leveraging cutting-edge techniques and state-of-the-art software, we deliver industry-leading technology and innovative solutions from day one.

We are seeking a skilled Project Management Assistant to join our dynamic team. In this role, you will support our Project Managers, engineers, and design teams in the successful completion of various design packages. The ideal candidate will play a critical role in ensuring the efficient execution of projects by providing administrative and project-related assistance. The Project Management Assistant is responsible for managing and maintaining all engineering documents, including engineering drawing packages and transmittals, while ensuring their accuracy, quality, and integrity. This role also involves ensuring compliance with company, industry, and client standards and regulations.

AI and Innovation

At SSOE, we don't just talk about the future, we build it. As a leader in industry AI adoption, we empower our team to work smarter by providing responsible access to the industry leading AI Large Language Models, vibe-coding platforms, and securely integrating advanced tools into every role. From day one, you'll receive the training and support needed to leverage AI as a core tool for enhancing productivity, sparking creativity, and streamlining complex workflows.

Responsibilities

• Generate, capture, manage, track, and retrieve all project-related documents, including formal correspondence, internal and external submittals and deliverables, design and construction request for information, document tracking logs and reports, meeting minutes, and workflows and notifications over the period of the project. Check for accuracy, updating as necessary, and ensuring all drawings meet company, industry, and client standards.
• Maintain project documentation, including schedules, technical drawings, and specifications.
• Verify overall compliance with contract requirements, manage documentation, and track all project deliverables.
• Collaborate with engineers, design teams, and project managers to ensure smooth project execution.
• Coordinate various project meetings, and document outcomes and actions via meeting minutes.
• Identify and address project-related issues or bottlenecks. Assist in finding solutions to overcome project challenges.
• Handle all transmittals of documents, ensuring they are sent to the correct parties in a timely manner. This includes tracking all transmittals and maintaining a log of all sent and received documents.
• May assist with training of new Project Management Assistants and/or new project team members to familiarize them with SSOE and customer-specific procedures.

Qualifications

• Demonstrated experience with document control procedures, engineering project coordination, or technically related experience. Must have experience supporting project management teams.
• The ability to effectively prioritize, execute tasks, and communicate effectively is crucial. Must have the ability to coordinate numerous activities, meet project deadlines, and have high attention to detail.
• Excellent communication and organizational skills, both orally and written, including written reports, summaries, and presentations.
• Proficiency in the use of programs such as Word, Excel, PowerPoint, Outlook, Access, SharePoint, and PDF rendering/editing software (such as Bluebeam, Acrobat, etc.).
• Salary Range: $55,000 - $70,000/year depending on location, education, depth of relevant experience, and any specialized licensure/certifications. Opportunity for ample rewards, leadership incentive components, and generous bonus opportunities.
• Benefits: Includes comprehensive health, dental, and vision insurance, life insurance, 401K retirement savings plan (with company matching), opportunities for professional development and training (including support for relevant licensure & certifications), and generous PTO & paid holidays.

Why SSOE

SSOE is an internationally ranked architecture and engineering firm where a multi-disciplinary team delivers under one integrated model. That means the packages you control and the coordination you drive have direct schedule and cost impact for our clients. We invest in mentorship and knowledge sharing, pair you with experienced Project Management Assistants who will coach you on contract mechanics and delivery strategy, and support clear career paths toward senior project controls, project coordination, and project management roles. Agility, quality, collaboration, integrity, innovation, and safety are not posters on a wall here; they are how we run projects and how we develop the people who deliver them.

#LI-Hybrid