Project Manager Assistant

Sharpe Engineering • Madison, WI

4d

About The Position

The Project Manager Assistant (PMA) provides administrative, coordination, and operational support to the Project Management and Engineering teams. This role supports project setup, documentation, scheduling, invoicing, reporting, and system accuracy to ensure projects remain organized, compliant, and well-documented throughout the project lifecycle. The PMA works closely with Project Managers, Engineers, Finance, and Operations to support day-to-day project execution while maintaining accurate records within Sharpe’s project management systems, primarily Monday.com.

Requirements

• High school diploma or equivalent required
• Strong organizational and documentation skills
• High attention to detail and data accuracy
• Ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Strong communication and collaboration skills
• Proactive, service-oriented mindset

Nice To Haves

• Associate degree or relevant experience preferred
• Prior experience in project support, administrative coordination, or engineering support roles preferred
• Experience using project management or workflow tools (Monday.com preferred)

Responsibilities

• Provide direct administrative and project support to Project Managers and the Engineering team
• Format and organize project-related documents and correspondence
• Maintain engagement with active project details to support accuracy and continuity
• Assist with project kickoff preparation and attend kickoff meetings to understand scope and requirements
• Support project closeout activities and documentation
• Support Project Managers and the PMO team by coordinating project information, schedules, and documentation with in Monday.com
• Assist with the setup, maintenance, and organization of project boards, tasks, milestones, and timelines
• Ensure project data in Monday.com is accurate, current, and consistently maintained
• Translate project direction from Project Managers into actionable tasks and updates within Monday.com
• Monitor task status, deadlines, and dependencies and escalate concerns to the Project Manager or PMO Manager as needed
• Maintain standardized project templates, workflows, and documentation practices with in Monday.com
• Support dashboards and reporting to provide project visibility to the PMO and leadership
• Assist with onboarding and day-to-day support of team members using Monday.com, including basic guidance on tools, processes, and best practices
• Assist in the creation and documentation of change orders
• Enter change orders into system
• Support invoice creation related to approved change orders
• Maintain proper filing and documentation within established folder structures
• Assist with maintaining project schedules and milestone tracking within Monday.com
• Support reporting related to: Project progress; scheduled hours vs. planned timelines; backlog and workload visibility
• Maintain the company-wide project Gantt chart or equivalent scheduling tools as assigned
• Support internal project audits for organization, completeness, and accuracy
• Review projects regularly to identify those transitioning to work hold or closeout
• Maintain standardized project folder structures and documentation practices

Benefits

• paid time off (PTO)
• 10 paid holidays
• flexible work schedule
• 401(k) plan with company match
• medical, dental, and vision insurance
• short-term and long-term disability coverage
• life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED