Project Management Assistant

Overview

Within SSOE’s Advanced Technology division, we specialize in high-tech facility design, offering top-tier design and engineering services to a diverse array of clients and markets. Our team is composed of highly skilled and knowledgeable professionals who excel across various disciplines. We pride ourselves on our cross-disciplinary approach, which allows us to understand and address our clients' needs more comprehensively than traditional, siloed methods. What sets us apart is our ability to seamlessly conceptualize, plan, and detail every aspect of design. Our in-house experts collaborate closely, optimizing and enhancing our work through multi-discipline strategy sessions. By leveraging cutting-edge techniques and state-of-the-art software, we deliver industry-leading technology and innovative solutions from day one.

SSOE is seeking an experienced Project Management Assistant to join our team, providing critical support, coordination, and organization to project managers, engineers, and design teams on complex high-technology facility projects. We are looking for a proactive, resourceful professional who takes ownership of project workflows, anticipates challenges before they arise, and serves as a connective hub across multidisciplinary teams. The ideal candidate will leverage their experience to optimize project efficiency, detailed organization, and facilitate seamless communication amongst the teams.

Responsibilities

• Maintain and manage comprehensive project documentation, including permits, technical drawings, specifications, submittals, and RFIs.
• Implement and manage a robust document control system, ensuring version control, accessibility, and compliance with industry standards and client requirements.
• Ensure compliance with document retention policies and procedures.
• Manage and archive project close-out documentation.
• Prepare, coordinate, and track permit applications for local, state, and federal agencies, including environmental permits, building permits, and occupancy permits. Assist in the preparation of permit packages and ensuring accuracy and completeness.
• Assist in the preparation of project status reports, highlighting key milestones, risks, and issues.
• Facilitate project meetings, prepare agendas, and distribute meeting minutes. Assist in the creation and tracking of action items.
• Collaborate with engineers, designers, and project managers to ensure seamless project execution.
• Utilize advanced features of software tools such as Bluebeam Revu for markups, quantity takeoffs, and collaboration.
• Coordinate and manage the flow of information between the design team and the project management team.
• Serve as a primary point of contact for project-related inquiries and information dissemination.
• Proactively identify and address project-related issues and bottlenecks, escalating critical issues to project managers for resolution.
• Develop and maintain effective communication channels among team members, clients, and subcontractors.

Qualifications

• Demonstrated experience in project coordination or project assistance within the AEC industry. Experience in project coordination or project assistance with a focus on high-tech or semiconductor projects is highly desired.
• Proven ability to manage complex, multi-discipline project documentation and workflows with accuracy and attention to detail.
• Demonstrated experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint). Experience in PDF editing and markup software (Bluebeam Revu).
• Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously in a deadline-driven environment.
• Strong written and verbal communication skills, with the ability to interact professionally with engineers, project managers, clients, and agency representatives.
• Salary Range: $55,000 - $70,000/year depending on location, education, depth of relevant experience, and any specialized licensure/certifications. Opportunity for ample rewards, leadership incentive components, and generous bonus opportunities.Benefits: Includes comprehensive health, dental, and vision insurance, life insurance, 401K retirement savings plan (with company matching), opportunities for professional development and training (including support for relevant licensure & certifications), and generous PTO & paid holidays.

Join us at SSOE, where your expertise will thrive in a dynamic, collaborative environment dedicated to pushing the boundaries of design and engineering excellence. If you're passionate about innovation and eager to make a significant impact, we invite you to apply and become a part of our forward-thinking team.

Responsibilities

- Maintain and manage comprehensive project documentation, including permits, technical drawings, specifications, submittals, and RFIs.
- Implement and manage a robust document control system, ensuring version control, accessibility, and compliance with industry standards and client requirements.
- Ensure compliance with document retention policies and procedures.
- Manage and archive project close-out documentation.
- Prepare, coordinate, and track permit applications for local, state, and federal agencies, including environmental permits, building permits, and occupancy permits. Assist in the preparation of permit packages and ensuring accuracy and completeness.
- Assist in the preparation of project status reports, highlighting key milestones, risks, and issues.
- Facilitate project meetings, prepare agendas, and distribute meeting minutes. Assist in the creation and tracking of action items.
- Collaborate with engineers, designers, and project managers to ensure seamless project execution.
- Utilize advanced features of software tools such as Bluebeam Revu for markups, quantity takeoffs, and collaboration.
- Coordinate and manage the flow of information between the design team and the project management team.
- Serve as a primary point of contact for project-related inquiries and information dissemination.
- Proactively identify and address project-related issues and bottlenecks, escalating critical issues to project managers for resolution.
- Develop and maintain effective communication channels among team members, clients, and subcontractors.