Project Manager Assistant

Klover SEPA Inc. Quakertown, PA

I.                    General Summary of Position

The Project Management Assistant (PMA) position supports the entire Project Management team by planning, coordinating, and administering all project management administration while complying with company and quality standards. 

II.                  Essential (Core Competencies) Duties

  • Create, track and prompt completion of Project Management Checklist (WIP)
  • Create and expedite the project submittal package from the contract, specs and scope of work and ensure approval
  • New project set up in On-Screen Takeoff
  • Write all purchase orders for projects in Foundations and send to proper personnel.
  • Schedule and monitor material and equipment mobilization/demobilization from sites.
  • Track and file all jobs packing/delivery slips
  • Ensure execution of contract/subcontracts and applicable documentation (i.e. COIs, W-9s and job specific reports such as affirmative action).  Ensure all documentation is filed adhering to the Klover job specific filing protocol.
  • Create and maintain field folder for each project to ensure plans are current and accurate for field disbursement
  • Assist PM in any form of communication/documentation necessary for the job site control
  • Track sub labor and reconcile with DFR to ensure documentation is aligned]
  • Enter sub labor contract change orders weekly to ensure that budgeted costs are current
  • Process field documents as needed
  • Generate reports required for monthly project management meetings
  • Perform additional assignment per supervisor’s direction

Marginal Functions:

  • Attend Estimator job handover meetings
  • Take the notes during meetings and draft any needed memo to file to memoralize the meeting details.
  • Input project budgets into Foundations software
  • Enter credit card purchases into Foundation
  • Organize, maintain, and control all project files to ensure they are current and easily accessible
  • Track and record individual time spent on each project/ meeting on a weekly basis
  • Distribute and file AIA billings in appropriate job folders
  • Collect and archive completed job folders
  • Maintain all tracking logs and ensure they are up to date (ie. Rental equipment log, submittal log, close-out log, long lead-time log
  • Collect and maintain toolbox talks
  • Special projects as needed by Senior Project Manager Assistant or Director of Project Management


  • High School Diploma or GED
  • 1+ year experience in construction administration
  • Proficiency with PCs and ability to learn new software programs
  • Proficiency with Microsoft Office (Excel, Word, PowerPoint, and Outlook)
  • Strong administrative and organization skills

Preferred Education and Experience:

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