Project Management Assistant

Overview

You don't have to be an employee long before you understand the SSOE difference. It goes back to our history of reinventing ourselves for new markets, serious rates of growth year after year, and being ahead of the curve in technology. Those are the achievements of a company that rewards talent and effort in ways that mean the most to the individual.

Why Join SSOE?

At SSOE, you'll work with amazing colleagues and be part of something big! We've consistently been named a “Great Place to Work” and are experiencing the most successful years in our history. Along with industry-leading salary compensation, you'll be eligible for a generous bonus package and profit-sharing. Plus, you'll have the opportunity to purchase shares in the company — shares that have significantly outperformed both the S&P and Dow averages.

What We Offer:

• Competitive Salary: $50k - $60k / year depending on location, education, experience, and certifications.
• Bonus and Incentives: Eligibility for our annual program based on company and individual performance and goals.
• Ownership Opportunities: As an employee-owned firm, we offer ownership opportunities to all employees at the associate level and above. 
• Comprehensive Benefits: Health, dental, and vision insurance, life insurance, 401K retirement savings plan (with company matching), professional development and training, generous PTO, and paid holidays.

Additional Perks:

• Dynamic Culture: Experience a supportive culture where you're an essential and highly valued member of our vibrant team.
• Exciting Projects: Work on thrilling projects from inception to completion and engage directly with some of the most innovative clients globally.
• Continuous Learning: Embrace a culture of perpetual learning where curiosity is celebrated, innovative ideas are welcomed, and your career growth aspirations are fully supported.
• Career Stability: A diversity of market sectors, project types, and geographic locations that help insulate your career from economic ups and downs.
• Career Advancement: Embark on a structured career journey with abundant opportunities for growth and advancement.
• Holistic Compensation: A holistic approach to compensation and benefits that supports your physical and mental health, encourages work-life balance, and empowers your career advancement and financial success.

SSOE – The Best of Both Worlds

At SSOE, our growth trajectory allows us to offer the opportunities normally associated with a large firm while embracing the collaborative and supportive culture often found in smaller firms. As a member of the SSOE team, you'll work on exciting and diverse projects for Fortune 100 clients around the globe, supported by the best technology for the task at hand. You'll experience our employee-centric culture that strives to offer a healthy balance, flexible working arrangements, direct access to leadership at all levels, and a continuous learning mindset. Once you experience the SSOE difference, you’ll understand the why behind our metrics:

• 28% - of our employees have been with SSOE for 10 years or more.
• 15% - of employees with tenure exceeding 15 years.
• 99% - our CEO’s approval rating on Glassdoor.
• 98% - portion of our clients who say they would recommend us to a colleague.

AI and Innovation

At SSOE, we don’t just talk about the future, we build it. As a leader in industry AI adoption, we empower our team to work smarter by providing responsible access to the industry leading AI Large Language Models, vibe-coding platforms, and securely integrating advanced tools into every role. From day one, you’ll receive the training and support needed to leverage AI as a core tool for enhancing productivity, sparking creativity, and streamlining complex workflows.

Responsibilities

What You Will Bring:

• Assists Project Managers with day-to-day administrative tasks.
• Establishes and maintains project filing systems, including design and central project correspondence files.
• Performs light typing assignments including transmittals, envelopes, labels, contracts, and forms in coordination with Information Processing. May provide backup support to Information and Specification Processing.
• Coordinates printing, updating, and distribution of scope of work documents. Most distribution is done electronically, tracked, and confidentially.
• Coordinates bulletin and addendum assembly and the coordination of printing and processing. Coordinates all printing, assembly, and distribution of construction documents being issued for bids. Coordinates title blocks for consistency. Meticulous attention to detail is mandatory.
• Primary point of communication and coordination with external customers relative to construction document receipt and distribution. Serves as the Request for Information (“RFI”) Manager and Submittal Manager when construction support services are applicable. May respond to, or initiate inquiries, from internal and external customers. Strong communication is necessary to acknowledge receipt, follow-up, and deliver as committed.
• Assists with the preparation of permits and applications, including sealing and/or stamping drawings, for approvals and submittals.
• Sets up and assists with maintenance of project schedule, spreadsheets, databases, and reports.
• Attends Administration meetings. May attend project meetings including start-up meetings. Taking minutes may be required.
• Administers the document transfer procedure. Works with Project Managers to screen and prepare job files for archiving and communicates such procedures.
• May arrange for lunch and refreshments or prepare conference rooms for meetings.
• Receive, process and distribute interoffice correspondence and incoming mail relative to project management. Assists Project Managers with the coordination and delivery of outgoing mail (e.g. e-mails, tracked transmittals).
• May initiate team coordination memos to communicate project issues or coordination problems.
• Assist with training of new Project Management Assistants and/or new project team members to familiarize them with SSOE and customer-specific procedures.
• Job requires use of AI, ACC/Forma, accounting software, and other digital technologies to perform the job function.
• Occasional travel may be required. May travel to SSOE branch offices and/or customer facilities for coordination purposes or to provide training.
• Valid driver's license required.

Qualifications

• Associate or bachelor's degree-tracked in business related field or high school diploma with minimum two (2) years of direct experience with data entry and various computer systems and software packages/programs.
• Experience in administrative and organizational tasks.
• Must have good verbal and written communication skills.
• Must possess strong organizational skills and be able to work in a deadline oriented environment.
• Demonstrated ability to utilize AI and automation tools to streamline processes and enhance productivity is preferred.
• Highly organized planning ability
• Focused and detail-oriented

Responsibilities

What You Will Bring:
- Assists Project Managers with day-to-day administrative tasks.
- Establishes and maintains project filing systems, including design and central project correspondence files.
- Performs light typing assignments including transmittals, envelopes, labels, contracts, and forms in coordination with Information Processing. May provide backup support to Information and Specification Processing.
- Coordinates printing, updating, and distribution of scope of work documents. Most distribution is done electronically, tracked, and confidentially.
- Coordinates bulletin and addendum assembly and the coordination of printing and processing. Coordinates all printing, assembly, and distribution of construction documents being issued for bids. Coordinates title blocks for consistency. Meticulous attention to detail is mandatory.
- Primary point of communication and coordination with external customers relative to construction document receipt and distribution. Serves as the Request for Information (“RFI”) Manager and Submittal Manager when construction support services are applicable. May respond to, or initiate inquiries, from internal and external customers. Strong communication is necessary to acknowledge receipt, follow-up, and deliver as committed.
- Assists with the preparation of permits and applications, including sealing and/or stamping drawings, for approvals and submittals.
- Sets up and assists with maintenance of project schedule, spreadsheets, databases, and reports.
- Attends Administration meetings. May attend project meetings including start-up meetings. Taking minutes may be required.
- Administers the document transfer procedure. Works with Project Managers to screen and prepare job files for archiving and communicates such procedures.
- May arrange for lunch and refreshments or prepare conference rooms for meetings.
- Receive, process and distribute interoffice correspondence and incoming mail relative to project management. Assists Project Managers with the coordination and delivery of outgoing mail (e.g. e-mails, tracked transmittals).
- May initiate team coordination memos to communicate project issues or coordination problems.
- Assist with training of new Project Management Assistants and/or new project team members to familiarize them with SSOE and customer-specific procedures.
- Job requires use of AI, ACC/Forma, accounting software, and other digital technologies to perform the job function.
- Occasional travel may be required. May travel to SSOE branch offices and/or customer facilities for coordination purposes or to provide training.
- Valid driver's license required.