Project Manager Assistant

We're hiring a detail-driven Project Assistant to own the documentation and compliance background of projects across the LC Valley. You'll manage submittals and RFIs, maintain change-order status logs, records, and ensure permits, inspections, safety and QA/QC documentation are timely, complete, and audit-ready across Idaho, Washington, Montana requirements.

What You'll Do

Document Control & Records

• Maintain well-structured project folders and naming conventions in Dropbox / SharePoint / Teams/Bluebeam Revu.
• Prepare and file meeting agendas, minutes, and action item logs; follow up on open items.

Submittals & RFIs

• Log, route, and track submittals and RFIs end-to-end; maintain daily status/aging reports.
• Distribute approvals/responses to field, subs, designers, and owners; close loops promptly.
• Ability to read project specifications to export and maintain a "Permanent Materials" material certification spreadsheet and reach out to suppliers and subcontractors for prompt submittal.

Change Orders (Administrative Tracking Only)

• Maintain change order logs (IDs, dates, attachments, status) and keep registers current for owner/sub changes.
• Coordinate internal review and approval steps; ensure documentation completeness (no scope/pricing negotiation).

Permits, Inspections & Compliance

• Track permit applications, approvals, inspections, and close-outs.
• Maintain QA/QC documentation (inspection/test reports, material certifications, punch list, deficiency close-out).
• For Washington projects, assist with prevailing wage documentation workflows (e.g., certified payroll packet readiness and L&I portal submissions) as directed by the PM.
• Ensure required licenses/certifications and project-specific compliance records are current and easily retrievable.

Reporting & Communication

• Provide clear updates to PMs, superintendents, and stakeholders; escalate risks and delays early.
• Complete and maintain subcontractor/vendor spreadsheet and reach out to subcontractors and vendors on upcoming projects estimators are bidding.

What You'll Bring

• Experience: 1-3 years in project coordination/assistant roles centered on documentation, compliance, safety/QA/QC, or municipal project administration (construction or related industries) preferred.
• Knowledge: Submittal/RFI workflows, drawing/document control, permit and inspection processes, and basic site compliance practices. Familiarity with Idaho municipal documentation and Washington L&I compliance workflows is a plus.
• Tools: (Submittals/RFIs/Reports), SharePoint/Teams, Excel/Word; Bluebeam for markups is a plus.
• Skills: Meticulous organization, accuracy, and follow-through; strong written communication; ability to manage multiple deadlines; proactive status reporting.
• Ability to tactfully and persistently follow up with superintendents, suppliers, and engineers to keep documents on track.
• Education: Associate's or Bachelor's degree preferred (Construction Management, Engineering, Business, or related); equivalent experience considered.
• Nice-to-Have: OSHA-10/30; familiarity with Idaho and Washington public/municipal documentation practices; valid driver's license for local site visits.
• On-time updates to logs and dashboards (daily status, weekly summary).
• Audit readiness: complete, accurate, traceable files at any time.