Project Operations Assistant

American Trademark Construction Services; Dayton (OH); On-site; USD 42,000 - 66,000; Full time

Job summary

American Trademark Construction Services, Inc. seeks a detail‑oriented Project Operations Assistant to support both project management and field operations across all phases of construction.

The role is office‑based with regular interaction with jobsite teams and focuses on coordinating documentation and assisting in project execution. You will help maintain accurate project information, manage change orders, and ensure timely and complete documentation that ties into budgets and schedules.

Qualifications

• Self-motivated with strong planning and organizational skills.
• Excellent written and verbal communication skills.
• Strong problem-solving and multitasking ability.
• Proficient in Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Participate in project coordination and field support activities.
• Manage and track project documentation including RFIs, submittals, and closeout documents.
• Enter and track change orders, ensuring proper backup and timely processing.
• Coordinate communication between office and field teams and support scheduling.

Skills

Planning & organization

Communication skills

Problem solving & multitasking

Microsoft Office

Tools

Microsoft Office

Job description

Are you looking for professional growth in the construction industry? This is an excellent opportunity to join a well-established company with opportunities to grow with us. We are a company of around 40 employees that is looking to add team members who have a great eye for detail, are resourceful, and have excellent interpersonal and problem-solving skills. Our projects are built with the utmost respect and consideration given to the owner's business operations and their customers. The ideal candidate is someone who is looking for company growth and can demonstrate the integrity, quality, and wholesome reputation in which we conduct our daily business. American Trademark Construction Services, Inc. headquartered in Englewood, OH was established in 1995 and identified a specific market in the Midwest. ATCS has concentrated its efforts on providing complete turn-key construction services in design/build, general contracting, and construction management. As a long-term business plan, ATCS continues to improve its position as a full-service construction firm. The Project Operations Assistant supports both project management and field operations throughout all phases of construction. This role is primarily office-based with regular interaction with jobsite teams and is responsible for coordinating documentation, assisting in project execution, and maintaining accurate and timely project information. This position plays a critical role in change order administration, ensuring all changes are properly documented, tracked, communicated, and incorporated into project financials in a timely manner.

Responsibilities:

Preconstruction & Project Setup

• Participate in pre-bid meetings and coordination with owners, architects, and engineers
• Assist with preconstruction activities including document review, permitting, and project setup
• Develop an understanding of project scope, plans, specifications, and applicable codes

Project Coordination & Field Support

• Assist Project Managers and Superintendents with daily project coordination
• Support site planning, logistics, and material tracking efforts
• Coordinate communication between office and field teams
• Participate in the preparation and updating of project schedules

Document Control & Compliance

• Manage and track project documentation including RFIs, submittals, and closeout documents
• Ensure documentation is complete, accurate, and processed in a timely manner
• Maintain organized and up-to-date project files
• Save and organize Change Initiatives (CIs); update and maintain project files, plans, and distribution lists

Project Cost Control Administration (Core Responsibility)

• Enter change orders into logs from emails and other sources
• Review change orders for required backup and follow up with subcontractors
• Coordinate with Project Managers to categorize and scope change orders
• Submit pending change orders to clients
• Generate and send change orders to subcontractors
• Maintain and update logs and send weekly pending change order reports
• Monitor client portals for approvals
• Enter approved change orders into budgets
• Ensure change orders are processed in time for monthly billing cycles
• Track aging and elevate delays
• Finalize logs with PM and owner representatives at project closeout

Skills and Requirements:

• Self-motivated with strong planning and organizational skills
• Professional, dependable, and ethical
• Excellent written and verbal communication skills
• Strong problem-solving and multitasking ability
• Ability to implement plans and follow through to completion
• Detail-oriented and well-organized
• Ability to manage high volumes of documentation under deadlines
• Proficient in Microsoft Office (Word, Excel, Outlook)

Ideal Candidate Profile

The ideal candidate is highly organized, detail-driven, and thrives in a fast-paced environment where managing multiple moving pieces is the norm. They are proactive in following up, comfortable communicating with a variety of stakeholders, and take ownership of ensuring nothing falls through the cracks, especially in high-volume change order environments. This individual is not just tracking information but actively managing it to keep projects and billing on track.

ATCS rewards its staff with competitive compensation and benefits packages, including; medical, vision, dental, disability, and life insurance; company funded 401k; paid holidays; paid time off; continuing education opportunities; staff outings and social events.