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.

When you work at SSOE, you work with the best and you're a part of something bigger than yourself. And providing the best possible workplace for our employees gives us a competitive advantage - helping us attract and retain top talent and drive better business results.

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.

What We Bring:

• Monthly based gross salary.
• Superior benefits such as Major and Minor medical expenses insurance / Dental and Visual insurance (Family Plan) / Life insurance / 20 Days for Christmas Bonus / Food Coupons and others.

• Career Development
• Training and Education
• Ownership Opportunities
• Innovative Projects

Additional Perks Offered:

• • Hybrid work model, flexibility to work from home, allowing for a better work-life balance.
  • A collaborative and supportive culture, where you will be encouraged to bring new ideas and interact with our people in Mexico, US and India.
  • As part of a multidisciplinary team, you will experience exciting projects from start to finish and interface directly with some of the most forward-thinking clients in the world.
  • SSOE Employees Clubs. Participation in various type of activities to foster a sense of community: volunteering, family and holiday events, Diversity, Equity, and Inclusion programs.
  • Recognition and Rewards, the company values its employees’ contributions and regularly recognizes and rewards their hard work through attractive incentives.

Qualifications

• Associate or Bachelor degree-tracked in business related field or high school diploma with minimum five (5) 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 in Spanish and English
• 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
• Advnced English level.

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.
 
What We Bring:
- Monthly based gross salary.
- Superior benefits such as Major and Minor medical expenses insurance / Dental and Visual insurance (Family Plan) / Life insurance / 20 Days for Christmas Bonus / Food Coupons and others.
- Career Development
- Training and Education
- Ownership Opportunities
- Innovative Projects
 
Additional Perks Offered:
-
- Hybrid work model, flexibility to work from home, allowing for a better work-life balance.
- A collaborative and supportive culture, where you will be encouraged to bring new ideas and interact with our people in Mexico, US and India.
- As part of a multidisciplinary team, you will experience exciting projects from start to finish and interface directly with some of the most forward-thinking clients in the world.
- SSOE Employees Clubs. Participation in various type of activities to foster a sense of community: volunteering, family and holiday events, Diversity, Equity, and Inclusion programs.
- Recognition and Rewards, the company values its employees’ contributions and regularly recognizes and rewards their hard work through attractive incentives.