Electrical Project Manager Assistant / Administrative Assistant

Electrical Project Manager Assistant / Administrative Assistant

Reports to the Electrical Project Manager

The Electrical Project Manager Assistant / Administrative Assistant provides critical support to Project Managers in the planning, coordination, and execution of electrical construction projects. This role ensures smooth administrative operations, effective communication between stakeholders, and accurate project documentation.

The Assistant will act as a key link between field crews, office staff, suppliers, and clients, helping projects stay on schedule, within budget, and aligned with the company's quality and safety standards.

Key Responsibilities

Project Support

• Assist Project Managers in coordinating project schedules, tracking milestones, and monitoring deliverables.
• Prepare and maintain project documentation, including RFIs, submittals, meeting minutes, change orders, and close-out packages.
• Support project budgeting by gathering supplier quotes, tracking purchase orders, and monitoring cost codes.
• Ensure timely distribution of drawings, specifications, and updates to foremen and field staff.

Administrative Duties

• Manage correspondence, scheduling, and calendar coordination for Project Managers.
• Draft and proofread project-related communications, letters, and reports.
• Organize and maintain digital and hard-copy project files for easy retrieval and compliance.
• Assist with billing processes by preparing progress claims and supporting documentation.

Procurement & Materials Coordination

• Assist in creating and tracking purchase orders for materials, tools, and equipment.
• Follow up with suppliers and vendors to confirm delivery timelines and resolve discrepancies.
• Support pre-fabrication initiatives by tracking prefabricated material orders and schedules.

Communication & Client Relations

• Act as a liaison between Project Managers, site supervisors, suppliers, and clients.
• Support coordination of site meetings, prepare agendas, and document action items.
• Respond to general client inquiries in a professional and timely manner.

Quality & Safety Support

• Assist with safety documentation and ensure records are up to date.
• Track and organize inspection reports, deficiency lists, and corrective action follow-ups.
• Support quality control by maintaining logs of inspections, test results, and compliance certifications.

Requirements

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint), Microsoft Teams, and familiarity with construction/project management software (Procore, Bluebeam, or similar).
• Detail-oriented with strong record-keeping and documentation abilities.
• Strong understanding of basic electrical construction terminology and processes (preferred, but training available).
• Ability to work collaboratively with project teams, field staff, and clients.

Key Competencies

• Proactive Support: Anticipates the needs of Project Managers and field teams.
• Problem Solving: Identifies challenges early and proposes practical solutions.
• Team Collaboration: Works seamlessly with diverse project stakeholders.
• Adaptability: Adjusts quickly to shifting project priorities and deadlines.
• Confidentiality & Professionalism: Maintains discretion with sensitive project and financial information.