Project Manager Assistant
IES Communications, Sandston, VA, United States
Job Summary
The Project Manager Assistant is the administrative point of contact for assigned projects, ensuring all administrative duties meet contractual obligations and company standards for safety, quality, management, and financial performance. The role manages word processing, general filing, timekeeping, records management, correspondence, financial records, billing, invoicing, purchasing, and general verification of records to support project and client delivery goals.
Responsibilities
Perform word processing, file management, timekeeping, records management, and correspondence for assigned projects.
Self‑manage workload distribution and track project administration progress.
Monitor, record, and report quality and safety issues to supervisors.
Coordinate project financial documents, input software system data, and address billing/invoicing matters per company policy.
Act as the project administrator when interfacing with customer representatives.
Develop and implement project process improvements.
Preserve confidential information and solve problems independently on multiple projects.
Manage calendars, schedule meetings, arrange travel itineraries, and oversee daily office activities.
Assist program accounting by spot‑checking labor, material, other expenses, and subcontractor costs for monthly program reports.
Review project site expenses, answer calls, resolve inquiries, and track vacation and time‑off requests.
Maintain attendance database, program‑level billing and metrics (SPI, KPI, CPM), and dashboards for clients.
Prepare daily reports for the purchasing manager, verify purchase orders, and sort incoming mail.
Create, correct, and revise complex Excel spreadsheets, charts, and graphs.
Support document control, perform audits for vendor/subcontractor compliance, and review invoices for accuracy.
Conduct reporting audits for safety, QA, and labor forecasts; maintain program dashboards and data acquisition.
Travel 1–3 day trips quarterly as required; may perform other assigned responsibilities.
Salary range: USD 30.00–36.00 per hour.
Qualifications
High school diploma or GED equivalency; bachelor’s degree preferred.
3–4 years of commercial low‑voltage/structured cabling experience.
Experience with Bluebeam and Primavera P6 software.
Proficiency in Microsoft Office (Word, Excel, MS Project) and complex Excel spreadsheets.
Strong problem‑solving, critical‑thinking, and analytical skills.
Excellent communication skills with customers and partners.
Ability to read and interpret blueprints, specifications, and quality requirements.
Self‑motivated, positive approach, and ability to lead others in process improvements.
Professional conduct and ability to work independently and with multiple projects.
Ability to preserve confidential information.
Excellent customer service skills.
Must meet company minimum driving standards.
Benefits
Competitive pay.
401(k) plan with employer contribution match.
Paid time off.
Paid life insurance.
Medical coverage including prescription and short‑term disability.
Dental and vision coverage.
Optional long‑term disability, critical illness, accident, and legal coverage.
Auto and home insurance discounts.
EEO Statement
IES is an Equal Employment Opportunity Employer. The IES policy prohibits discrimination on the basis of race, color, religion, national origin, sex, age, gender identity, sexual orientation, disability, and protected veteran status. Retaliation is not tolerated. IES participates in affirmative action programs and provides reasonable accommodations as required by law. All applicants are encouraged to apply.
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The Project Manager Assistant is the administrative point of contact for assigned projects, ensuring all administrative duties meet contractual obligations and company standards for safety, quality, management, and financial performance. The role manages word processing, general filing, timekeeping, records management, correspondence, financial records, billing, invoicing, purchasing, and general verification of records to support project and client delivery goals.
Responsibilities
Perform word processing, file management, timekeeping, records management, and correspondence for assigned projects.
Self‑manage workload distribution and track project administration progress.
Monitor, record, and report quality and safety issues to supervisors.
Coordinate project financial documents, input software system data, and address billing/invoicing matters per company policy.
Act as the project administrator when interfacing with customer representatives.
Develop and implement project process improvements.
Preserve confidential information and solve problems independently on multiple projects.
Manage calendars, schedule meetings, arrange travel itineraries, and oversee daily office activities.
Assist program accounting by spot‑checking labor, material, other expenses, and subcontractor costs for monthly program reports.
Review project site expenses, answer calls, resolve inquiries, and track vacation and time‑off requests.
Maintain attendance database, program‑level billing and metrics (SPI, KPI, CPM), and dashboards for clients.
Prepare daily reports for the purchasing manager, verify purchase orders, and sort incoming mail.
Create, correct, and revise complex Excel spreadsheets, charts, and graphs.
Support document control, perform audits for vendor/subcontractor compliance, and review invoices for accuracy.
Conduct reporting audits for safety, QA, and labor forecasts; maintain program dashboards and data acquisition.
Travel 1–3 day trips quarterly as required; may perform other assigned responsibilities.
Salary range: USD 30.00–36.00 per hour.
Qualifications
High school diploma or GED equivalency; bachelor’s degree preferred.
3–4 years of commercial low‑voltage/structured cabling experience.
Experience with Bluebeam and Primavera P6 software.
Proficiency in Microsoft Office (Word, Excel, MS Project) and complex Excel spreadsheets.
Strong problem‑solving, critical‑thinking, and analytical skills.
Excellent communication skills with customers and partners.
Ability to read and interpret blueprints, specifications, and quality requirements.
Self‑motivated, positive approach, and ability to lead others in process improvements.
Professional conduct and ability to work independently and with multiple projects.
Ability to preserve confidential information.
Excellent customer service skills.
Must meet company minimum driving standards.
Benefits
Competitive pay.
401(k) plan with employer contribution match.
Paid time off.
Paid life insurance.
Medical coverage including prescription and short‑term disability.
Dental and vision coverage.
Optional long‑term disability, critical illness, accident, and legal coverage.
Auto and home insurance discounts.
EEO Statement
IES is an Equal Employment Opportunity Employer. The IES policy prohibits discrimination on the basis of race, color, religion, national origin, sex, age, gender identity, sexual orientation, disability, and protected veteran status. Retaliation is not tolerated. IES participates in affirmative action programs and provides reasonable accommodations as required by law. All applicants are encouraged to apply.
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