Project Management Assistant

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

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

401(k) with company matching

PTO & paid holidays

Professional development & training

Licensure/certification support

Bonus opportunities

Job summary

SSOE Group is seeking a Project Management Assistant to support project managers, engineers, and design teams in managing engineering documents, transmittals, and deliverables for complex process equipment projects. The role emphasizes accuracy, compliance, and efficient administration within the Tool Install division.

The ideal candidate will coordinate meetings, manage logs, and ensure timely distribution of documents while maintaining high attention to detail.

Qualifications

• Experience with document control procedures and engineering project coordination.

Responsibilities

• Generate, capture, manage, track, and retrieve project-related documents including correspondence, submittals, deliverables, RFIs, tracking logs, reports, meeting minutes, workflows, and notifications.
• Maintain project documentation such as schedules, technical drawings, and specifications; ensure accuracy and standards compliance.
• Verify contract compliance, manage documentation, and track project deliverables.
• Coordinate project meetings and document outcomes and action items.
• Handle transmittals of documents and maintain logs of sent/received documentation.
• Identify and help resolve project-related issues or bottlenecks; assist in solution implementation.
• Assist in training new Project Management Assistants and/or project team members on procedures and workflows.

Skills

Document control

Project coordination

Communication

Organization

Attention to detail

Time management

Administrative support

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Access

SharePoint

Bluebeam/Adobe Acrobat

Job description

Explicitly mentions vibe-coding platforms and industry LLMs; you'll use AI tools to boost productivity and streamline workflows.

About the Role

SSOE Group is hiring a Project Management Assistant to support project managers, engineers, and design teams in managing engineering documents, transmittals, and project deliverables for complex process equipment projects. The role focuses on document control, coordination, compliance, and administrative support to ensure timely and accurate project execution.

Job Description

Role

The Project Management Assistant will support Project Managers, engineers, and design teams within SSOE’s Tool Install division by managing engineering documents, drawing packages, transmittals, and project deliverables, ensuring accuracy, quality, and compliance with company, industry, and client standards.

Key Responsibilities

• Generate, capture, manage, track, and retrieve project-related documents, including correspondence, submittals, deliverables, RFIs, tracking logs, reports, meeting minutes, workflows, and notifications.
• Maintain project documentation such as schedules, technical drawings, and specifications; check and update documents for accuracy and standards compliance.
• Verify contract compliance, manage documentation, and track project deliverables.
• Coordinate project meetings and document outcomes and action items.
• Handle transmittals of documents, ensure timely distribution, and maintain logs of sent and received documentation.
• Identify and help resolve project-related issues or bottlenecks; assist in solution implementation.
• May assist in training new Project Management Assistants and/or new project team members on procedures and workflows.

Requirements

• Demonstrated experience with document control procedures, engineering project coordination, or technically related roles 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 organizational skills for written and oral communications, reports, summaries, and presentations.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Access, SharePoint, and PDF rendering/editing tools (e.g., Bluebeam, Adobe Acrobat).
• The company provides responsible access to Large Language Models and vibe-coding platforms and supports training to leverage AI tools for productivity, creativity, and workflow automation.
• Salary range: $55,000 - $70,000 per year (dependent 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; licensure/certification support; generous PTO and paid holidays; leadership incentives and bonus opportunities.

Work Model

• Hybrid work model 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 Attention to Detail Time Management Compliance Collaboration Training & Mentoring Administrative Support