Project Manager Assistant

Abel Construction Company, Inc.•Lexington, KY

10d•Onsite

About The Position

ABEL Construction is seeking an organized, detail-oriented Project Manager Assistant to support its project management team from project setup through closeout. The role provides administrative and coordination support to Project Managers, helping keep construction documents, contracts, billing, records, and communications accurate and on schedule while working with project managers, accounting, clients, subcontractors, and field personnel. The position also serves as the first point of contact for ABEL’s Lexington office and supports daily office operations. The successful candidate will balance project manager assistance with reception and general office responsibilities in a dynamic, fast-paced environment. This role requires on-site work in the Lexington, Kentucky area.

Requirements

High school diploma required.
Proficiency in Microsoft Word, Excel, and Outlook.
Strong organizational, communication, accounting, and customer service skills.
Ability to manage multiple priorities in a fast-paced environment.
Attention to detail and accuracy, especially with numbers, formatting, and recordkeeping.
Ability to anticipate needs and identify potential issues.
Ability to obtain a Notary Public commission within 90 days of hire.
Must work on-site in the Lexington, Kentucky area.

Nice To Haves

Associate degree preferred.
One or more years of administrative, receptionist, or office support experience preferred.
Interest in construction, project coordination, or operations.
Willingness to learn new software and processes.
Familiarity with construction documents, basic accounting, AIA billing, Autodesk, Sage Intacct, Timberline, TimberScan, ACC Forma, or online payment platforms.

Responsibilities

Support ABEL’s mission and One Abel culture through teamwork, professionalism, and a commitment to safety and quality.
Provide administrative and coordination support to Project Managers throughout the construction project lifecycle.
Assist with preparing, issuing, maintaining, and tracking subcontracts, purchase orders, owner contracts, and related records.
Process and track owner and subcontractor change requests and change orders, and assist with reconciling contract information in construction software.
Support owner applications for payment, including AIA-format billing and online payment portals, in coordination with Project Managers and accounting.
Assist with accounts payable and receivable coordination, lien waivers, certified payroll documentation, and job cost reporting as assigned.
Maintain accurate job files, correspondence, project reports, bids, and logs; help coordinate submittals, requests for information (RFIs), and transmittals.
Coordinate meetings, prepare meeting minutes, and distribute plans, project documents, and other communications.
Enter, retrieve, and track project information in construction management and accounting systems; assist with project setup and closeout documentation.
Provide general office and document support, including typing, scanning, electronic signatures, printing, copying, filing, plan copies, ordering materials, presentations, and document distribution.
Serve as the first point of contact for the Lexington office by greeting and welcoming visitors, handling incoming calls, maintaining the reception area, and receiving and directing mail and deliveries.
Monitor and order office and printer supplies, kitchen items, and other everyday necessities.
Schedule meetings and maintain shared office calendars, including coordinating conference room use and confirming appointments.
Prepare meeting spaces by setting out materials, arranging refreshments, and coordinating meals when needed.
Maintain current contact lists for employees, clients, subcontractors, vendors, and project teams.
Coordinate routine office services and maintenance, including cleaning, equipment repairs, and service appointments.
Manage daily office needs while balancing Project Manager Assistant responsibilities.