Assistant Project Manager

Vortex Companies, LLC • Williamsburg, VA

7d

About The Position

The Assistant Project Manager will support Project Managers and Operations in planning and executing projects. This role involves assisting with pre-construction activities, project setup, documentation, coordination, and reporting. The Assistant Project Manager will act as a liaison between various teams, including field crews, customers, subcontractors, and internal departments, ensuring smooth project execution and timely resolution of issues. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• Strong communication skills with the ability to work effectively across field and office teams
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple projects and shifting priorities
• Proficiency in Microsoft Office (Excel, Word, PowerPoint)
• Basic understanding of project scheduling, cost tracking, and construction workflows
• Problem-solving mindset with the ability to anticipate needs and take initiative
• Safety-focused with an understanding of field operations and job site environments

Nice To Haves

• Bachelor’s degree in Construction Management, Engineering, or related field
• 1–3 years of experience in construction, utilities, or infrastructure projects
• Exposure to underground utilities, pipeline, or industrial projects
• Experience with project management or ERP systems

Responsibilities

• Assist with pre-bid activities, including document review, scope coordination, and bid preparation
• Order and manage plans, specifications, and bid documents
• Support estimating efforts by gathering quantities, vendor quotes, and subcontractor information
• Assist with bid submissions and ensure all required documentation is complete and accurate
• Set up and maintain project files, ensuring all documentation is organized, current, and accessible
• Assist with contract review and administration, including tracking key terms, deliverables, and timelines
• Support onboarding of projects into internal systems and ensure proper job setup
• Work closely with Project Managers and Operations to support project planning and execution
• Assist in developing and maintaining project schedules, tracking milestones, and identifying risks
• Monitor project budgets and support cost tracking, flagging variances as they arise
• Review invoices, change orders, and cost estimates for accuracy and alignment with project scope
• Track submittments, RFIs, permits, and other project documentation
• Act as a liaison between field crews, customers, subcontractors, and internal teams
• Communicate project updates, issues, and progress to Project Managers on a consistent basis
• Support field teams by helping coordinate materials, equipment, and logistics
• Assist in resolving field-related issues and addressing customer concerns in a timely manner
• Participate in job walks, project meetings, and coordination calls as needed
• Assist with project reporting, including status updates, cost tracking, and performance metrics
• Support general office operations and administrative functions tied to project execution
• Ensure accuracy of daily reports, time tracking, and project documentation
• Identify opportunities to improve processes, organization, and project efficiency
• Interact regularly with field crews to support execution and maintain alignment
• Manage multiple projects and priorities in a fast-paced environment
• Perform other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level