Assistant Operations Manager Jobs in Rutherford, NJ

Job Summary:

The Assistant Branch Operations Manager supports the planning, coordination, documentation, financial tracking, and execution of commercial waterproofing projects. This position requires strong construction coordination and oversight experience, familiarity with project cost management, and the ability to support project managers and branch management with PDP (Project Delivery Process) tracking, WIP reporting, job cost updates, change order coordination, and project documentation.

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

Key Responsibilities

Project Coordination & Operations Support

• Coordinate day-to-day administrative and operational needs for commercial waterproofing projects.
• Support Project Managers with project startup, schedule tracking, manpower coordination, material planning, and closeout.
• Communicate with general contractors, owners, architects, consultants, vendors, subcontractors, and internal teams.
• Track project milestones, deadlines, commitments, approvals, and outstanding action items.
• Assist in identifying project issues early and escalating them to the Project Manager or Operations Manager.
• Help ensure field teams have current drawings, approved submittals, specifications, safety documents, and project information.
• Possesses the ability to function as the Branch operations manager or the Branch Project Coordinator in their absence

Project Delivery & Financial Reporting

• Assist Project Managers and accounting teams with PDP reporting, WIP reporting, project cost updates, and job progress tracking.
• Maintain accurate project data related to contract values, approved change orders, pending change orders, billing status, cost-to-complete, percent complete, and projected margins.
• Help prepare and update monthly WIP schedules and project financial reports; review costs and other financial activity to ensure appropriateness and accuracy.
• Track labor, material, subcontractor, equipment, and miscellaneous job costs against project budgets.
• Support review of project profitability, committed costs, open POs, pending invoices, and forecasted costs.
• Ensure project financial information is accurate, complete, and submitted on time.
• Provide oversight and support of transactional accounting including purchasing, work orders, and project costing.
• Periodically review costs and other financial activity to ensure appropriateness and accuracy.
• Produce operational and financial reports and reviews to support branch leadership and assist with month end closing processes in coordination with regional accounting team
• Understand financial policies, including basic knowledge of GAAP, internal controls and percentage of completion accounting to support operations team and financial review

Contract & Document Management

• Review, organize, and maintain contracts, scopes of work, purchase orders, subcontractor agreements, insurance documents, lien waivers, certificates of insurance, and compliance paperwork.
• Prepare, submit, and track submittals, RFIs, product data, warranties, safety documentation, and closeout packages.
• Monitor document approvals and follow up with general contractors, consultants, suppliers, and internal stakeholders.
• Maintain organized project files, including drawings, specifications, revisions, meeting notes, correspondence, schedules, RFIs, submittals, change orders, and billing backup.
• Ensure documentation meets project requirements, company standards, and contractual deadlines

Billing & Pay Application Support

• Assist with preparing monthly billing, pay applications, schedule of values updates, and invoice backup.
• Track billing deadlines, retainage, approved change orders, pending change orders, and payment status.
• Coordinate with accounting on invoice processing, cost coding, lien waivers, certified payroll, and project financial documentation.
• Review field tickets, purchase orders, vendor invoices, and subcontractor invoices for accuracy and completeness.
• Help ensure billing aligns with contract terms, percent complete, completed work, and project financial reporting

Scheduling, Materials & Field Coordination

• Support schedule coordination with Project Managers, Superintendents, Foremen, general contractors, suppliers, and subcontractors.
• Assist with material procurement, delivery coordination, lead time tracking, and purchase order follow-up.
• Confirm delivery dates, material quantities, approved products, and project-specific requirements.
• Coordinate inspections, meetings, site access requirements, safety paperwork, and field documentation.
• Communicate project updates, schedule changes, and material issues to appropriate team members

Compliance & Closeout

• Track and collect project compliance documentation, including insurance certificates, safety plans, SDS sheets, certified payroll, lien waivers, warranties, and closeout requirements.
• Prepare and submit closeout packages, including warranties, product data, maintenance information, as-builts, final lien waivers, and required releases.
• Follow up on punch list items, final documentation, and project closeout deadlines.
• Maintain accurate project records for future reference, warranty claims, audits, and internal review.

Qualifications

• 5+ years of experience in commercial construction project management, specialty contracting, waterproofing, roofing, restoration, façade, concrete restoration, or related construction field preferred.
• Experience supporting Project Managers with WIP reporting, PDP reporting, job cost tracking, percent-complete reporting, 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 and understand basic construction drawings, specifications, scopes of work, schedules, and contract documents.
• Proficiency with Microsoft Office, Outlook, Word, and Excel.
• Excellent organization, communication, follow-up, and time management skills.
• Ability to manage multiple projects, deadlines, and priorities in a fast-paced construction environment.
• Strong attention to detail and commitment to accurate documentation.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.