Assistant Project Manager

Summary

A LOTT Assistant Project Manager (APM) oversees the workflow of the project’s documentation organization and processing. The role is an important one to protect the company’s interest, risk and exposure, and financial security. They will not just be someone who issues and files the work of others, but one who serves as an integral team member in maintaining communication, organizing essential documents, meetings, and reports. They will be the supporting team member who assures paperwork is processed in a timely fashion and nothing falls through the cracks. They will be the hub of the team and the key factor in assisting the Project Manager (PM) and Superintendent execution of the project plan with efficiency, accuracy, and precision.

They must be well-versed in documenting the project team plan to provide results-driven action, ultra-focused on organization, contractual documents, purchase orders, change orders, subcontractor invoices, waivers and distribution of payments. They are the gate keeper and will assure that P&P is not bypassed, and risk is minimized with the proper paperwork.

The goal is to ensure that operations are carried out productively to ensure profitability and sustainable growth of LOTT values.

Requirements

• Must organize all filing systems for the projects, assuring that documents are stored, named correctly and logged where necessary
• Must organize all meeting and maintain meeting minutes and project note taking and distribute after PM approval
• Must assure that the most current contractual documents are stored and distributed in a timely manner
• Must track changes to all contract documents and assure all back documentation is filed and named correctly
• Must understand the importance of COIs and how to determine what LOTT, the Owner and the Landlord standards are, and that all subs and vendors adhere to the expectations
• Make sure All COIs are filed properly and added to Procore
• Must be able to balance contract documents with the project budget and Procore, and assure that all necessary documentation is issued in a timely manner and executed by all required parties
• Must be responsible for issuing MSC, Safety Manuals, W9 and project documents for all subs and vendors, along with logging the information where required
• Must make sure that all invoices are processed and sent to accounting for posting in a timely fashion
• Must assure that all cashflows are up to date and information is correct and stored in its proper file
• Make sure that all communications, receipts, back-up documents, 3rd party reports, super reports, inspections, permits, and close out documents are stored neatly and organized efficiently for distribution to the Owner
• Must be able to model professionalism to your team, subcontractors, vendors, Owners, clients, and landlords
• Must be able to communicate all redacted SOWs, POs, COs to the field
• Must review all documentation that leaves the building for the project to assure that it meets quality and professional standards and is reviewed by the PM of the project before being sent
• Must distribute new construction documents at the PM’s request to all subs, vendors, supers, Owners, etc.
• Must be able to add contacts to Procore and assure they are in the correct distribution category
• Must issue all documentation to subs and vendors and follow up to gain all required signatures before processing any invoices for that sub or vendor
• Must understand Owner Contract
• Must be able to complete an Owner invoice
• Must assure that invoice vouchers are not issued to Subs or vendors that are missing paperwork or that the amounts do not exceed the contract value
• Must have at least 10-hour OSHA certification

Responsibilities

• Must always be able to have all the proper documentation to present to the PM
• Must efficiently price and order porta potties, dumpsters, storage containers, fire extinguishers, super supplies, etc.
• Must make the super binder and assure all plans, specs and project SOW, POs and COs are distributed to the field and stored properly
• Must be able to issue change orders to subcontracts or Pos
• Must be able to organize the punch list items and add them to Procore if requested
• Must be able to call and follow-up on deliverables if asked
• Must be able to navigate the permit process and requirements
• Must understand SOW, submittal process, and RFI process
• Must review all close-out documents to ensure they are accurately collected, neatly organized, electronically saved, and professionally presented to the Owners at project completion
• Must collect all subcontractor warranties and assist PM in handling and tracking warranty issues
• Must show proficiency in all project technologies, including but not limited to: Procore, Outlook, Excel, Project, Teams, LOTT’s file system, P&P of documentation organization, payment procedures and invoicing
• Must keep files organized and neat and documents properly named
• Must be able to address any concerns, accomplishments, and failures by keeping a best practice log
• Must support your team to reach their individual goals
• Must be able to address all close-out items fairly and swiftly to turnover the project without delaying the Owner operations