Position Overview: The Project Manager Assistant plays a key role in supporting all aspects of project delivery, ensuring smooth and efficient project execution. Includes productivity reporting, equipment and material processing, paperwork, customer submittals and other day-to-day functions needed in planning, coordination, and execution of projects. This role operates in a time sensitive environment, working with multiple different project personnel. Requires professional communication with team members and stakeholders.

Essential Functions - The individual in this role must be able to perform the essential functions of the role, and meet the following occupational demands, with or without reasonable accommodation:

• Work with Project Managers and other members of the project team to execute the construction of new facilities, existing facility improvements, and other UPI projects.
• Research and understand technical engineering information to ensure projects comply with all engineering standards, codes, specifications and design instructions.
• Assist in plan and spec analysis to provide clear, trackable and coordinated interpretations of the design/drawings for construction.
• Maintain accurate project records and updates within each assigned system (Sharepoint, WebApps, Rhumbix, Dynamics, etc.).
• Complete project dashboards, scorecards and reports.
• Assist in development of RFIs and submittals and assemble information for change orders.
• Research and recommend creative solutions to design document problems, including conflicts, interferences and errors/omissions.
• Participate in the accurate generation, continuous updating and close-out of as built and other documents.
• Assist with the research and preparation of field change requests to resolve design issues.
• Support the department’s Standard Operating Processes (SOP’s) and ensure they are followed in all work performed.
• Responsible for ensuring that all field forms end up in the correct project folder on the server both for our records and turnover where required.
• Review and understand all project documents (Scope, Contract, Drawings, Specs, etc.).
• Attend and sometimes conduct pre-project planning (kick-off) meetings.
• Complete submittals and track approvals.
• Identify and manage subcontracts, vendor quotes, invoices and upstream/downstream change orders.
• Monitor project schedule and budget and communicate changes.
• Actively participate in project lessons learned.
• Coordinate with billing and accounts payable departments to ensure invoices are submitted and paid in accordance with contractual timelines.
• Foster and maintain positive relationships with project clients.
• Actively promote our safety program through visible participation in activities such as toolbox talks, our Safety Opportunity Program, safety moments, safety inspections, and the reporting of all incidents and unsafe conditions.
• Other duties as assigned

Companywide Expectations:

• ZERO incidents.
• Compliance with all federal, state, and local regulatory requirements.
• No ethics violations.
• A drug and alcohol-free workplace.
• Assist in accident investigations on assigned jobs.
• Honesty, integrity, ethical behavior.
• Embrace a commitment to learning and development, recognizing areas needing improvement, and being a responsible mentor and coach to others.
• Be self-motivated, demonstrate an ability to think outside of basic fundamentals of the job description to add value in the furtherance of company vision, goals, and success.
• Be actively engaged.
• Share information and offer and receive feedback (both positive and negative).
• Respect company and customer property including vehicles and equipment.

Core Competencies: 

• Seek first to understand, then to be understood.
• ZERO incidents.
• Compliance with all federal, state, and local regulatory requirements.
• No ethics violations.
• A drug and alcohol-free workplace.
• Assist in accident investigations on assigned jobs.
• Honesty, integrity, ethical behavior.
• Do what’s right, when you say you are going to do it, the first time.
• Perform as a strong member of the project and company team, taking the initiative to solve problems and seek out tasks.
• Embrace a commitment to learning and development, recognizing areas you need improvement on and a responsibility to mentor and coach others.
• Be self-motivated, demonstrate an ability to think outside of basic fundamentals of the job description to add value in the furtherance of company vision, goals, and success.
• Be actively engaged.
• Share information and offer and receive feedback (both positive and negative).
• Respect company and customer property including vehicles and equipment.
• Conduct self with “can-do” attitude.

Supervisory Responsibilities:

• None

Work Environment:

• 80% office, 20% field
• Field environment may include exposure to loud noise, dirt and dust, weather, heat, and cold. Protective clothing and/or PPE may be required.

Physical Demands – The individual in this role must be able to meet the following occupational demands:

• Work on a computer for 2+ hours consecutively.
• Sitting, standing, and moving around an office environment.
• Lifting up to 20 pounds.

Position Type & Expected Hours of Work: 

• This role has the option to work a combination of hours remotely and in the office with your supervisor’s discretion.

Travel Requirements:

• This role requires occasional travel, including by air.

Required or Preferred Education and Experience:

• Bachelor’s Degree in Project Management, Business Management, Engineering or Construction Management preferred, or equivalent related work experience.
• 1-5 years industry experience preferred.
• Demonstrated ability to handle multiple simultaneous responsibilities with time-sensitive completion deadlines
• Effective interpersonal, time management, and organizational skills.
• The ability to function well under stress, despite numerous interruptions, with accuracy and attention to detail.
• Ability to self-motivate and prioritize effectively.
• Moderate to advanced computer skills. Experience with P6 and Bid2Win preferred.

Compensation Information:

This role will be based out of either our Duluth, MN or Yorkville, IL office. The pay range is $60,500 - $105,000 depending on job-related knowledge, skills, and experience. This position is eligible for annual bonus and profit sharing based on company performance in addition to other benefits that support the total well-being of you and your family. (revised 3/28/25)

• Comprehensive Insurance coverage - Medical, Dental, Vision, and more
• Wellness Program
• 401K with employer match
• Discounted company stock (Employee Stock Purchase Plan)
• Profit Sharing
• Generous paid time off
• Hybrid work environment
• Growth opportunities through company sponsored leadership development courses and training