Assistant Project Manager

Systems Contractors LLC is hiring an Assistant Project Manager! This role is a great opportunity for someone with commercial HVAC, mechanical contracting, or construction experience who is highly organized, detail-oriented, and ready to grow their project management career.

The primary objective of the Assistant Project Manager is to assist with the planning, organization, and management of the day-to-day operations to ensure projects are delivered according to plan. The APM will work closely with Project Managers, customers, vendors, subcontractors, and internal teams to keep projects organized, on schedule, and properly documented.

Essential Duties and Responsibilities

• Attend project kickoff meetings with the Project Manager.

• Review project drawings and specifications to gain an understanding of project scope.

• Request, assemble, and upload submittals as required by the customer.

• Manage equipment and submittal lists so the Project Manager can easily track project status.

• Maintain a whiteboard with equipment and expected ship dates.

• Inspect equipment and materials upon receipt for accuracy of order.

• Separate equipment upon arrival and ensure materials are properly organized and stored.

• Issue purchase orders, contracts, and change orders to vendors and subcontractors at the direction of the Project Manager.

• Request certificates of insurance as required by the job.

• Provide takeoffs to the shop and purchase materials in a timely manner to support the project schedule.

• Pull permits and call in inspections as directed by the Project Manager.

• Order and call off rental equipment and maintain an updated list of equipment rentals.

• Assemble project manuals for foremen, including drawings, submittals, lists of subcontractors, and other required documentation.

• Coordinate material deliveries to the job site and provide load lists to the shop in a timely manner.

• Coordinate condensate drain requirements, including identifying required sizes and materials, purchasing materials, and coordinating delivery to the job site with the Project Manager.

• Respond to customers and Project Managers in a timely and professional manner.

• Promptly acknowledge and respond to emails to ensure clear communication and understanding.

• Provide project updates as appropriate and proactively communicate potential issues or delays.

• Maintain a list of priorities to effectively organize and manage tasks.

• Upload equipment into BuildingStart once approved and ordered.

• Perform other project coordination and administrative duties as needed to support successful project completion.

Qualifications

• 1–3 years of experience in commercial HVAC, mechanical contracting, construction, project coordination, or a related field preferred.

• Strong understanding of commercial HVAC systems, equipment, materials, and construction processes preferred.

• Ability to read and interpret construction drawings, specifications, equipment schedules, and submittals.

• Strong organizational and time-management skills with the ability to manage multiple projects, deadlines, and priorities.

• Excellent attention to detail and ability to maintain accurate project documentation, equipment lists, purchase orders, and schedules.

• Strong written and verbal communication skills with the ability to communicate effectively with customers, vendors, subcontractors, Project Managers, and internal teams.

• Ability to work independently, take initiative, and proactively communicate project needs or potential issues.

• Strong computer skills and proficiency with Microsoft Office, including Outlook and Excel.

• Experience with construction management software or project management systems preferred.

• Ability to learn and effectively use BuildingStart and other company-specific systems.

• Ability to coordinate material deliveries, equipment rentals, permits, inspections, and vendor/subcontractor requirements.

• Ability to work in a fast-paced, deadline-driven environment while maintaining accuracy and organization.

• High school diploma or equivalent required; additional education or training in construction management, HVAC, engineering, or a related field is a plus.

What We're Looking For

We're looking for a dependable and organized team player who takes ownership of their work and understands the importance of communication, follow-through, and attention to detail. The ideal candidate is someone who enjoys coordinating moving parts, solving problems, and working alongside a Project Manager to keep projects moving forward.

This is an excellent opportunity for someone looking to build their career in commercial HVAC project management and grow within the industry.