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About the Role

The Project Manager Assistant provides administrative support for assigned projects, ensuring all contractual obligations and company requirements for safety, quality, management, and financial performance are met. This role focuses on efficient execution of administrative duties including word processing, filing, timekeeping, records management, correspondence, financial record keeping, and document submission for billing, invoicing, and purchasing.

Responsibilities

Perform assigned word processing, general filing, timekeeping, records management, correspondence, and project-related financial document processing.
Self-manage assigned workload distribution.
Monitor, record, and report project/job administrative progress and project/work-related quality and safety issues.
Effectively coordinate and maintain all project financial documents, software system inputs, and related billing/invoicing issues per Company policies and procedures.
Act as the project administrator for interface with customer representative(s).
Create, develop, implement, and revise project process improvements.
Preserve confidential information, act as a self-sufficient problem solver, work with minimal supervision, and handle multiple projects simultaneously.
Manage calendars, schedule meetings, arrange travel itineraries, and manage daily office activities.
Assist the program accounting department by spot-checking Labor, Material, Other-expenses, and Subcontractor costs for monthly Program reports.
Review project site expenses.
Screen telephone calls and resolve routine and complex inquiries.
Track vacation and time off requests, and maintain attendance database for Program employees.
Interact and track program-level billing, reporting, and metrics (SPI’s, KPI’s, CPM).
Maintain, check, and revise program-level dashboard reports for clients.
Prepare and maintain daily reports for the purchasing manager and verify purchase orders for accuracy.
Open and sort incoming mail.
Create, correct, and revise complex Excel spreadsheets, tables, charts, and graphs.
Schedule and help manage weekly and monthly meetings.
Support document control, spot-check, and maintain accuracy and delivery to customers.
Conduct audits to ensure vendor/subcontractor compliance.
Review invoices for accuracy and assist in preparation for payment.
Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts).
Maintain program-level dashboards, input, data acquisition, and collection.
Perform other responsibilities as assigned.

Requirements

Must be self-motivated, positive in approach, and professional.
Must promote the Company culture and mission to all employees, vendors, clients, and business partners.
Must possess proven problem-solving skills, critical thinking skills, and the ability to effectively read, write, and give oral direction(s) to project personnel.
Must have demonstrated mid-level skill to interpret project documents, including timesheets, spreadsheets, and billing documents.
Must be able to travel within branch territory and/or regional territory as needed.
Must possess the ability to learn Company and customer project management systems.
Regular attendance is mandatory.
Must have some experience in customer interface, such as liaison between the customer and the Company.
Must meet Company minimum driving standards.
Must be able to manage multiple tasks/projects simultaneously.
Must have demonstrated verifiable ability to identify a project, create a project filing system, develop detailed associated administrative tasks, and manage these for project final record keeping and audit.

Skills

Microsoft Office (Word, Excel and MS Project)
Office equipment and computing devices operation
Customer interface
Project filing system creation
Administrative task development and management
Excel spreadsheet, table, chart, and graph creation, correction, and revision
Data acquisition and collection

Location

Onsite

Work Type

Onsite
Full-time

Experience Level

Minimum of three (3) years working experience
Minimum of two (2) years of experience in a related telecommunications or construction administrative position

Education Level

High School diploma or GED equivalency

Salary/Compensations

USD $30.00/Hr.
USD $35.00/Hr.

About the Company

IES is a national provider of industrial products and infrastructure services to a variety of end markets, including electrical, mechanical and communications contracting solutions for the commercial, industrial, residential and renewable energy markets.
IES is publicly traded on NASDAQ under the symbol IESC.
As of the end of IES’s 2024 fiscal year ending September 30, 2024, IES produced over $2.8+ billion in revenue and employed over 9,485 employees at over 131 domestic locations across the United States.

Equal Opportunity

IES is an Equal Employment Opportunity Employer: Minorities, Females, Gender Identity, Sexual Orientation, Individuals with Disabilities, Protected Veterans Encouraged to Apply.
The IES policy on equal employment opportunity prohibits discrimination based on race, color, religion, national origin, sex, age, gender identity, sexual orientation, individuals with disabilities, protected veterans, or any other protected status or characteristic.
This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment, and also states that retaliation against any employee who files a complaint regarding possible violations of this policy will not be tolerated.
IES is also committed to taking affirmative steps to promote the employment of minorities, women, individuals with disabilities, and protected veterans.
IES develops affirmative action programs to support its commitment to equal employment opportunity, consistent with company policy and the company’s obligations as a contractor to the United States government.
IES provides reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Assistance Act of 1974 and Title I of the Americans with Disabilities Act of 1990.
Applicants who need accommodation in the job application process should contact the IES corporate office at (713) 860-1500 or any IES office to request assistance.
IES Participates in E-Verify
Right to Work