Project Manager Assistant

Project Manager Assistant

Job Summary: You dream about a hybrid role of office administration and assisting project managers and overall project team. You’re passionate about supporting office administration and project engineering work.  You love to coordinate and support a technically proficient team. And you never stop growing.

Our office in Rochester, MN is seeking a Project Manager (PM) Assistant to work in a fast-paced multi-discipline team environment. Our PM Assistants are responsible for supporting the design efforts for building systems for K-12 Education, Higher Education, Commercial, Health Care, Science and Technology, municipal and institutional Facilities.  We are looking for a highly motivated Project Manager Assistant to be part of our growing team and firm.

In this role, you will:

As a PM Assistant, you will be responsible for:   providing general administrative support to Project Managers, Engineers and office staff.  This position works under only general supervision and requires training, prior experience and or knowledge within the architectural or engineering field as a Project Manager Assistant or similar capacity. Experience working with office administration.

Responsibilities:

Project Manager Assistant Duties:

• Assists Project Managers in the implementation, organization and project management of multi-disciplined projects.
• Proofread and format documents produced for or by the PM and/or project team members to ensure consistency of style, application of Salas O’Brien and client standards, and overall quality.
• Monitor and help to keep project staffing and financial performance current in firm’s internal project management system.
• Maintains up-to-date project files including hardcopy and electronic versions according to Salas O’Brien standards.
• Initiate and maintain Project Management Plans (PMP) under the direction of the Project Manager.
• Log in/out and distribute Construction Documents including but not limited to Requests for Information (RFI) and coordinate these efforts with project personnel regarding Shop Drawing/Review Submittals for all eligible projects.
• Administer and oversee proper record keeping of all Addendum and Construction Bulletins according to office procedure.
• Manage Project Database for all eligible projects, including but not limited to, Action Items and the Info Exchange.
• Distributes project information to appropriate members of the Salas O’Brien project team, client team, and other consultants in a timely fashion.  May have occasional contact with client and other outside consultants regarding transfer of information, documents, timelines, etc.
• Consult with Technical Lead on a project to ensure progress prints and specifications are sent to the Owner or Architect and or when requested by the Project Manager.  Ensure all disciplines are coordinated and sent together.
• Produces and compiles Project Construction Specifications.
• Notify Engineer/Project Manager if client has not provided needed information in a timely manner.
• Distributes to project folders and project team copies of all emails, progress prints, faxes, etc.
• Assist Project Manager in scheduling review meetings, coordination meetings, and progress meetings.
• Alert Project Manager to anything that might not be in the best interest of the project, client satisfaction or may have a negative effect on the project team.
• Create transmittals for outgoing mail and deliveries.
• Monitor, receive and compile fees from department heads for proposals.   Assist Office Leader with production of proposals.

Office Administration Duties:

• Filing, scheduling appointments, setting up and attending meetings (as necessary).
• Organizing lunch and location gatherings for meetings and events.
• Orders wellness beverages and food for office and follows internal budget.
• Order office supplies, maintenance contact for office equipment.
• Works with building Administration contact regarding building announcements, correspondence, etc.
• Assists IT and HR with new hire workspace set up.
• Drafting and typing correspondence.
• Assist in maintaining PE Registrations and Corporate Registrations.
• Assist Department Heads in maintenance of Salas O’Brien’s master specifications.
• Assist in maintenance of company-wide forms on the intranet,
• Assist and prepare AIA Documents as requested by PM or Project Team.

Qualifications and Experience:

You will be a great fit if:

• You possess at least a high school diploma and a minimum of 5 years’ experience in the Architecture/Engineer industry 
• You have demonstrated knowledge and skills with MS-Office (Word, Excel, Outlook, PowerPoint, MS Project) are required and knowledge of Deltek Vantagepoint, ProCore, Newforma, Autodesk, Trimble (e-Builder).
• You bear excellent Time Management: Managing one’s own time and the time of others
• You have excellent organization and oral & written communication skills
• You maintain critical read and clearly speak English, follow written and verbal instructions, write legibly for logs and documentation, distinguish color
• Are able to work both independently and as a team member, multi-task effectively, and maintain a clean and organized workplace
• You own expertise as a creative thinker with effective teamwork skills
• You enjoy working in a fast-paced multi-discipline team environment
• You thrive with the ability to prioritize tasks effectively in the face of shifting projects and deadlines
• You command a confident and positive attitude with colleagues and clients
• You have good communication skills, combined with organizational skills, the ability to plan, balance and prioritize work
• Are flexible with other duties as assigned

Location: Rochester, MN / Hybrid

Travel: N/A

Compensation & Benefits:

The expected base hourly range for this role is $28.84 - $33.65/hr ($60,000 - $70,000) USD per year. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses, and a comprehensive U.S. based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

For more information, visit our full benefits overview here.

About Us:

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future. 

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way. 

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges. 

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more. 

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Salas O’Brien does not accept unsolicited resumes from external recruiters or agencies. We only work with approved partners engaged directly by our Talent Acquisition team for specific searches. Unsolicited submissions will not be eligible for placement fees.

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.

Qualifications Education Required High School or better. Experience Required minimum of 5 years’ experience in the Architecture/Engineer industry Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.