Assist Operations Manager Jobs in New York (NOW HIRING)

Job Summary:

The Assistant Operations Manager supports the planning, coordination, documentation, financial tracking, and execution of commercial waterproofing projects at the branch level, with a focus on construction coordination, cost and financial oversight, PDP tracking, WIP reporting, and change order coordination.

The ideal candidate has commercial construction or specialty contracting experience, understands the pace of field operations, and helps keep projects organized, financially accurate, and on schedule through closeout. This position reports to the Branch Operations Manager.

Key Responsibilities

Project Coordination & Operations Support

• Coordinate day-to-day administrative and operational needs for waterproofing projects, including project startup, scheduling, manpower, and material planning through closeout.
• Communicate with general contractors, owners, architects, consultants, vendors, subcontractors, and internal teams to track milestones, deadlines, commitments, and outstanding action items.
• Identify and escalate project issues early to the Project Manager or Operations Manager.
• Help ensure field teams have current drawings, approved submittals, specifications, safety documents, and project information.
• Able to function as the Branch Operations Manager or Branch Project Coordinator in their absence

Project Delivery & Financial Reporting

• Own project initialization and Work Breakdown Structure (WBS) configuration in the ERP system, maintaining alignment with contract scopes, change orders, and budgets.
• Support PDP and WIP reporting, job cost updates, and progress tracking with Project Managers and accounting.
• Maintain accurate data on contract values, change orders, billing status, cost-to-complete, and margins; prepare and update monthly WIP schedules and financial reports.
• Support review of project profitability, committed costs, open POs, and forecasted costs; ensure financial information is accurate, complete, and submitted on time.
• Oversee transactional accounting, including purchasing, work orders, and project costing, and support month-end close with the regional accounting team.
• Apply working knowledge of GAAP, internal controls, and percentage-of-completion accounting to support operations and financial review

Contract & Document Management

• Review, organize, and maintain contracts, scopes of work, purchase orders, subcontractor agreements, insurance documents, lien waivers, and compliance paperwork.
• Prepare, submit, and track submittals, RFIs, product data, warranties, and closeout packages, following up on approvals with contractors, consultants, and suppliers.
• Maintain organized project files and ensure documentation meets project requirements, company standards, and contractual deadlines

Billing & Pay Application Support

• Assist with monthly billing, pay applications, schedule of values updates, and invoice backup.
• Track billing deadlines, retainage, change orders, and payment status; coordinate with accounting on invoice processing, cost coding, lien waivers, and certified payroll.
• Review field tickets, purchase orders, and invoices for accuracy, ensuring billing aligns with contract terms and percent complete

Scheduling, Materials & Field Coordination

• Support schedule coordination with Project Managers, Superintendents, Foremen, general contractors, suppliers, and subcontractors.
• Assist with material procurement, delivery coordination, and purchase order follow-up, confirming delivery dates, quantities, and approved products.
• Coordinate inspections, meetings, site access requirements, and field documentation, communicating updates and changes to the team.

Compliance & Closeout

• Track and collect compliance documentation, including insurance certificates, safety plans, SDS sheets, certified payroll, lien waivers, and warranties.
• Prepare and submit closeout packages and follow up on punch list items and closeout deadlines, maintaining accurate records for warranty claims and audits.

Qualifications

• 5+ years of experience in commercial construction project management or specialty contracting (waterproofing, roofing, restoration, façade, or concrete restoration preferred).
• Experience supporting Project Managers with WIP/PDP reporting, job cost tracking, forecasting, and project financial documentation.
• Strong knowledge of construction administration, including submittals, RFIs, change orders, purchase orders, contracts, pay applications, lien waivers, and closeout documents.
• Ability to read construction drawings, specifications, and contract documents; proficient in Microsoft Office (Outlook, Word, and Excel).
• Excellent organization, communication, and time management skills; strong attention to detail; able to manage multiple projects and priorities in a fast-paced environment.

This job description does not cover every duty or responsibility of the role. Duties and responsibilities may change at any time, with or without notice.