Project Manager Assistant

Doss Enterprises; Jane Lew (WV); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive salary

Health, dental, and vision insurance

Life Insurance

Disability & Critical Care

Paid time off

Retirement plan

Job summary

Doss Enterprises in West Virginia seeks a Project Manager Assistant to support Project Managers and field teams with administration, budgeting, scheduling, and recruiting activities. This role ensures project records are accurate, communications are timely, and coordination between office staff and field personnel is seamless.

The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced construction environment.

Qualifications

• Associate degree preferred; equivalent construction administration experience may be substituted.
• 2+ years of administrative, recruiting, construction, or project coordination experience preferred.
• Experience in heavy civil construction, excavation, utility, site development, or infrastructure projects preferred.

Responsibilities

• Prepare weekly and monthly project reports and maintain project records.
• Assist Project Managers with budget tracking, cost reports, and invoices.
• Maintain project files, permits, contracts, and documentation.
• Coordinate scheduling, manpower, and equipment allocations across projects.
• Support recruiting, onboarding, and staffing for active and upcoming projects.

Skills

Microsoft Office Suite

Time management

Attention to detail

Verbal and written communication

Recruiting coordination

Education

Associate degree preferred

Equivalent construction administration experience

Tools

Microsoft Project

Excel

CRM software

Job description

Position SummaryThe Project Manager Assistant provides administrative, operational, and recruiting support to Project Managers and field leadership teams. This position plays a critical role in maintaining project organization, coordinating personnel needs, assisting with project documentation, supporting budget and schedule tracking, and helping recruit qualified construction personnel.The Project Manager Assistant serves as a communication link between Project Managers, Superintendents, field employees, subcontractors, vendors, and company leadership to ensure projects are staffed appropriately, documented accurately, and executed efficiently.Key ResponsibilitiesA. Project Administration SupportResponsibilitiesAssist Project Managers with daily project administration activitiesMaintain project files, contracts, permits, correspondence, and documentationPrepare meeting agendas and record meeting minutesTrack project deadlines, milestones, and deliverablesAssist with project closeout documentationMaintain organized digital and physical project recordsPerformance StandardsProject documents are accurately maintained and easily accessibleMeeting notes and action items are distributed promptlyAdministrative tasks are completed accurately and on scheduleB. Budget and Cost Control SupportResponsibilitiesAssist with tracking project costs and budget performanceEnter and maintain cost reports, purchase orders, and budget informationMonitor invoice status and assist with coding accuracySupport monthly cost review meetingsTrack change orders and supporting documentationPerformance StandardsCost information is entered accurately and timelyInvoice and documentation errors are minimizedBudget reports are available when requestedC. Scheduling and Resource CoordinationResponsibilitiesAssist in maintaining project schedules and milestone trackingCoordinate project calendars, meetings, and planning sessionsTrack manpower assignments and equipment allocationsSupport resource planning between projectsCommunicate schedule updates to project stakeholdersPerformance StandardsSchedule information remains current and accurateResource requests are processed promptlyProject teams receive timely scheduling informationD. Recruiting and Staffing CoordinationResponsibilitiesAssist with recruiting skilled construction personnel, including operators, laborers, foremen, mechanics, truck drivers, and office staffPost job openings through company recruiting platforms, job boards, social media, and industry networksReview applications and identify qualified candidatesConduct phone screenings and initial candidate evaluationsSchedule interviews with Project Managers and leadership personnelMaintain applicant tracking systems and recruiting databasesCoordinate background checks, reference checks, and pre-employment requirementsAssist with onboarding new employeesTrack staffing needs across active and upcoming projectsBuild relationships with trade schools, workforce development programs, and community organizationsAttend career fairs, hiring events, and recruiting functions as neededMaintain a pipeline of qualified candidates for future staffing needsPerformance StandardsOpen positions are posted promptlyQualified candidates are identified efficientlyStaffing requests are filled within established timelinesRecruiting records remain accurate and organizedPositive candidate experience throughout hiring processE. Personnel Support and Employee DevelopmentResponsibilitiesAssist Project Managers and Superintendents with manpower planningMaintain employee training and certification recordsTrack workforce availability and project assignmentsHelp coordinate employee onboarding and orientationSupport employee development and training initiativesMonitor expiring certifications, licenses, and training requirementsPerformance StandardsEmployee records remain current and compliantTraining records are accurately maintainedStaffing information is readily available for managementF. Communication and CoordinationResponsibilitiesServe as a point of contact between field personnel, Project Managers, and office staffCoordinate communication regarding staffing, scheduling, and project needsAssist in distributing project updates and reportsSupport collaboration among multiple project teamsMaintain professionalism when interacting with clients, vendors, employees, and subcontractorsPerformance StandardsCommunications are timely and professionalInformation is distributed accuratelyPositive working relationships are maintained across departmentsG. Reporting and DocumentationResponsibilitiesPrepare weekly and monthly project reportsAssist with equipment utilization reportingTrack manpower reports and staffing forecastsMaintain recruiting and hiring metricsSupport preparation of project status reports for leadership reviewPerformance StandardsReports are submitted on timeInformation is accurate and reliableDocumentation supports effective decision-makingQualificationsEducation & ExperienceAssociate degree preferredEquivalent construction administration or recruiting experience may be substituted2+ years of administrative, recruiting, construction, or project coordination experience preferredExperience in heavy civil construction, excavation, utility, site development, or infrastructure projects preferredSkills & CompetenciesStrong organizational and time-management skillsKnowledge of Microsoft Office Suite and project management softwareExcellent verbal and written communication skillsAbility to manage multiple priorities in a fast-paced environmentStrong attention to detailRecruiting and interviewing, experience preferredAbility to maintain confidentiality and professionalismWork EnvironmentPrimarily office-based with frequent interaction with field staff and project teamsMay include occasional visits to job sites or other company locationsFast-paced, team-oriented environment within a growing construction organizationKey Attributes for SuccessOpen positions filled within targeted timelinesCandidate pipeline maintained for critical field positionsAccuracy of project documentation and reportingTimely completion of administrative assignmentsEmployee onboarding completion ratesTraining and certification compliance ratesStaffing levels maintained to support project schedulesPositive feedback from Project Managers, Superintendents, and employeesCompensation and BenefitsCompetitive salaryHealth, dental, and vision insurance availableEmployer Paid Life InsuranceVoluntary Benefits Available such as Short and Long-Term Disability, Accident and Critical CarePaid time off and paid holidaysRetirement plan options with employer matching; fully vested from origination