Project Manager Virtual Assistant Jobs in Maine (NOW HIRING)

• Assist in the development and maintenance of project schedules utilizing Critical Path Method (CPM) scheduling techniques.
• Support the Project Manager in coordinating project activities with owners, architects, engineers, subcontractors, suppliers, and regulatory agencies.
• Assist in preparing agendas, attending project meetings, and distributing meeting minutes and action items.
• Assist with the review and administration of contract documents and project correspondence.
• Support project reporting requirements, including daily, weekly, and monthly reports.

• Maintain and distribute project documentation, including:
  • Requests for Information (RFIs)
  • Submittals
  • Contract Documents
  • Change Proposals
  • Change Orders
  • Architect's Supplemental Instructions (ASIs)
  • Architect/Engineer reports
  • Project cost reports
  • Closeout documentation
  • Punch list documentation
• Maintain accurate project logs, including:
• RFI Log
• Submittal Log
• Permit Log
• Document Distribution Log
• Change Proposal Log
• Change Order Log
• Addenda Log
• Safety Log
• Closeout Log
• Issues Log

Project Coordination

• Assist the Superintendent with implementation of job site procedures, notifications, signage, supplies, and equipment.
• Support coordination of subcontractors, vendors, and project stakeholders to maintain project schedules and workflow.
• Identify potential conflicts and collaborate with project team members to facilitate timely resolution.
• Assist in material procurement tracking and coordination.
• Support review and processing of subcontractor change requests and change orders.

• Assist with review of pay applications and supporting documentation.
• Read and interpret project financial and contract documents, including AIA G702 and G703 forms.
• Support project cost tracking and financial reporting activities.
• Assist the Project Manager with project financial closeout activities.

• Support implementation and monitoring of project safety requirements and company safety programs.
• Assist in obtaining permits and coordinating inspections with applicable authorities.
• Participate in punch list development, tracking, and completion activities.
• Promote compliance with contractual, regulatory, and company requirements.

• Assist in the preparation and review of scopes of work.
• Provide project feedback and recommendations for process improvement.
• Assist with training and mentoring Project Engineers and other assigned team members.
• Perform other duties as assigned.

• Associate's or Bachelor's degree in Construction Management, Civil Engineering, Architecture, Project Management, or a related field preferred.
• Three (3) to five (5) years of experience in construction project management, project engineering, or a related role preferred.
• Experience with project coordination, document control, cost tracking, and field operations preferred.

• Knowledge of construction project management principles and practices.
• Ability to read and interpret construction drawings, specifications, contracts, and project documents.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Effective verbal and written communication skills.
• Strong problem-solving and analytical abilities.
• Ability to work independently and collaboratively in a team environment.
• Proficiency in Microsoft Office Suite.
• Experience with construction management software; Procore preferred.
• Ability to support change management processes and procurement activities.

• OSHA 10 preferred.
• OSHA 30 preferred.
• Additional industry certifications such as LEED, PMP, CMIT, or related credentials are desirable.

• Ability to stand, walk, climb, bend, and perform tasks on active construction sites.
• Ability to lift and carry up to 50 pounds occasionally.
• Ability to sit for extended periods while performing computer-based work.
• Ability to operate a computer, telephone, copier, and other standard office equipment.
• Ability to work in indoor and outdoor environments and varying weather conditions.
• May be exposed to dust, noise, vibration, heavy equipment, moving machinery, and changing weather conditions while on construction sites.
• Required to wear personal protective equipment (PPE) including hard hat, safety glasses, high-visibility vest, and safety footwear when visiting project sites.
• Must comply with all company and project-specific safety requirements.

• Regular local travel between project sites, client locations, and company offices as required.
• Occasional overnight travel may be required based on project needs.
• Must possess and maintain a valid driver's license and acceptable driving record.
• Travel requirements may vary based on project assignments and business needs.

• Accountability: Accepts responsibility for assigned work, meets commitments, follows through on obligations, and maintains accuracy and quality standards. Takes ownership of outcomes and learns from feedback.
• Adaptability: Adjusts effectively to changing priorities, project requirements, schedules, and business needs. Maintains effectiveness in a dynamic construction environment.
• Communication: Clearly and professionally conveys information verbally and in writing. Actively listens, shares relevant information, and promotes understanding among project stakeholders.
• Collaboration: Builds and maintains productive working relationships across project teams. Actively contributes to team success by sharing knowledge, supporting others, and fostering cooperation.
• Continuous Improvement: Identifies opportunities to improve processes, workflows, quality, efficiency, and project outcomes. Supports implementation of best practices.
• Customer Focus: Responds promptly and professionally to the needs of clients, subcontractors, vendors, and internal stakeholders. Strives to exceed expectations while balancing project objectives.
• Decision Making: Evaluates available information, considers risks and impacts, and makes sound recommendations or decisions in a timely manner.
• Developing Others: Shares knowledge, provides guidance, and supports the development of less-experienced team members. Encourages learning and continuous improvement.
• Initiative: Proactively identifies tasks, opportunities, and potential issues. Takes appropriate action without waiting for direction and follows through to completion.
• Integrity and Trust: Acts ethically, honestly, and professionally. Demonstrates consistency between words and actions while maintaining confidentiality and earning the trust of others.
• Planning and Organizing: Effectively prioritizes work, manages multiple responsibilities, and utilizes resources efficiently to meet project objectives and deadlines.
• Problem Solving: Analyzes situations, identifies root causes, evaluates alternatives, and recommends practical solutions to support project goals.
• Project Coordination: Coordinates activities among project teams, subcontractors, consultants, and clients to support project execution and successful outcomes.
• Relationship Management: Builds constructive relationships with internal and external stakeholders. Maintains credibility, professionalism, and positive working partnerships.
• Results Orientation: Focuses on achieving objectives and delivering high-quality work. Demonstrates persistence in overcoming obstacles and meeting project deadlines.
• Safety Awareness: Demonstrates a strong commitment to workplace safety by following policies, procedures, and industry best practices.
• Technical Expertise: Maintains and applies knowledge of construction processes, project management principles, contracts, scheduling, and construction technology to support successful project delivery.