Assistant Project Manager (APM)

Description

ModernControls is a leading provider of HVAC and building automation services for commercial facilities across Delaware, Pennsylvania, Maryland, Virgina and New Jersey. With over 200 employees, and a fleet of over 160 service vehicles, our team of experts install, maintain, and design Building Automation and HVAC systems designed to help building owners and facility managers control building environments and operating costs.

The Assistant Project Manager – Mechanical supports the Project Manager in the successful execution of commercial mechanical projects, including HVAC, plumbing, piping, controls, and related building systems.

This position assists with project coordination, scheduling, procurement, submittals, documentation, subcontractor and vendor coordination, field communication, change orders, billing, and project closeout.

The Assistant Project Manager works closely with Project Managers, estimators, field supervisors, technicians, engineers, general contractors, subcontractors, vendors, and customers to ensure projects are completed safely, on schedule, within budget, and in accordance with contract requirements.

This leader partners closely with Service, Sales, Operations, & Human Resources, to deliver high-quality results while building high-performing teams aligned with ModernControls’ core values and Orion’s operating framework.

Essential Functions & Responsibilities:

Assist the Project Manager with the day-to-day administration and coordination of assigned mechanical projects.

Maintain organized project files, documentation, correspondence, and records.

Review project plans, specifications, contracts, and related documents.

Track project milestones, deliverables, and deadlines.

Assist with project start-up and ensure required documentation is established.

Prepare meeting agendas, notes, action items, and follow-up documentation.

Maintain project logs and status reports.

Communicate project requirements and updates to internal and external stakeholders.

Follow up on outstanding project-related items to ensure timely completion.

Project Scheduling

Assist the Project Manager in developing and maintaining project schedules.

Coordinate project activities with field personnel, subcontractors, vendors, customers, and other contractors.

Track material lead times and delivery dates.

Monitor project milestones and identify potential scheduling conflicts.

Communicate schedule changes to appropriate personnel.

Assist in coordinating manpower, equipment, materials, inspections, and other project requirements.

Identify potential delays and communicate them to the Project Manager.

Procurement & Material Coordination

Assist with procurement of equipment, materials, and project-specific items.

Obtain and compare vendor quotes as directed.

Prepare purchase orders and procurement documentation.

Track equipment and material orders from purchase through delivery.

Monitor long-lead equipment and materials.

Coordinate delivery requirements with the field team.

Identify procurement issues that could affect project schedule or budget.

Verify materials and equipment are consistent with project requirements.

Submittals, RFIs & Technical Documentation

Assist with preparation, review, tracking, and distribution of submittals.

Coordinate equipment and material submittals with vendors and suppliers.

Track submittal approvals and outstanding items.

Assist with preparation and tracking of Requests for Information (RFIs).

Coordinate technical questions between the field, engineering/design teams, vendors, and Project Manager.

Maintain accurate logs of RFIs, submittals, approvals, and revisions.

Help ensure current drawings, specifications, and approved documents are available to the project team.

Field Coordination

Maintain regular communication with field supervisors, foremen, technicians, and project personnel.

Assist with coordination of field activities and project requirements.

Participate in jobsite meetings as needed.

Conduct jobsite visits to monitor progress and identify coordination issues.

Assist in resolving material, scheduling, documentation, and logistical issues affecting the field.

Communicate field conditions and concerns to the Project Manager.

Help coordinate work with general contractors, subcontractors, and other trades.

Ensure field personnel have the information and materials necessary to perform their work.

Project Cost & Budget Support

Assist the Project Manager in monitoring project costs against budget.

Track labor, material, equipment, subcontractor, and other project costs.

Review purchase orders and invoices for accuracy.

Assist with job-cost reporting and forecasting.

Identify potential cost overruns and communicate concerns to the Project Manager.

Assist with maintaining project financial documentation.

Support monthly project forecasting and financial reviews.

Change Orders & Scope Management

Assist in identifying work that is outside the original contract scope.

Document potential change-order conditions.

Gather labor, material, subcontractor, and equipment information required for change-order pricing.

Assist with preparation and tracking of change-order proposals.

Track change-order approvals and status.

Communicate approved changes to appropriate internal personnel.

Help ensure field work is performed in accordance with approved scope and contract requirements.

Maintain accurate change-order documentation.

Billing & Accounts Receivable Support

Assist the Project Manager with monthly project billing.

Prepare or compile information required for progress billing.

Track approved change orders and their inclusion in billing.

Assist with collection and organization of required billing documentation.

Monitor outstanding invoices and communicate potential billing issues.

Coordinate with accounting to resolve project-related billing discrepancies.

Quality Control & Project Compliance

Assist in ensuring project work complies with contract documents, specifications, codes, and company standards.

Track required inspections, testing, commissioning, and approvals.

Assist with documenting deficiencies and corrective actions.

Coordinate with field personnel to address quality issues.

Maintain required project documentation.

Support project turnover and commissioning activities.

Customer & Contractor Communication

Maintain professional communication with customers, general contractors, subcontractors, vendors, and other project stakeholders.

Respond to project-related questions within the scope of responsibility.

Escalate issues requiring Project Manager involvement.

Maintain timely follow-up on commitments.

Assist with customer and contractor meetings.

Develop positive working relationships while protecting the company's contractual and financial interests.

Project Closeout

Assist the Project Manager with project closeout activities.

Track completion of punch-list items.

Collect operation and maintenance manuals, warranties, test reports, and other closeout documents.

Assist with as-built documentation.

Coordinate final inspections and commissioning documentation.

Assist with obtaining project sign-offs and acceptance.

Ensure outstanding project documentation and financial items are completed.

Support final billing and project turnover.

Safety & Risk Management

Support and promote company safety policies and procedures.

Communicate safety-related concerns to appropriate management.

Assist in identifying project risks and potential issues.

Ensure project documentation reflects required safety and compliance requirements.

Participate in safety meetings and jobsite activities as required.

Building Systems & Technical Development

Develop working knowledge of commercial HVAC, plumbing, piping, controls, and building automation systems.

Develop the ability to interpret mechanical drawings, specifications, schedules, and equipment docum