Description

The Assistant Project Manager (APM) supports the successful planning, execution, and closeout of Field Service projects. Working under the direction of the Field Service Program Manager, the APM provides project coordination, scheduling, document control, procurement support, financial tracking, customer communication, and administrative oversight for multiple projects. The APM serves as a key liaison between customers, subcontractors, field personnel, vendors, and internal departments to ensure projects are delivered safely, on schedule, within budget, and in accordance with customer requirements.

Essential Duties and Responsibilities

Project Coordination & Administration

Support the Field Service Program Manager in planning, organizing, and executing Field Service projects.
Create and maintain project files, documentation, and tracking systems.
Attend project meetings, prepare meeting minutes, and distribute action items.
Maintain project schedules, budgets, milestone tracking, and status reports.
Coordinate communication between customers, field teams, subcontractors, vendors, and internal departments.
Monitor project progress and escalate schedule, resource, or budget concerns to the Field Service Program Manager.
Track project action items to completion.

Scheduling & Resource Coordination

Support the development and maintenance of project schedules.
Monitor labor utilization and assist with resource forecasting.
Assist in coordinating site access, outage windows, and customer scheduling requirements.

Financial & Cost Control Support

Assist with project budget tracking and cost reporting.
Track purchase orders, subcontract commitments, and project expenses.
Assist with invoice preparation, billing support, and percent-complete reporting.
Support the collection of documentation required for customer invoicing.
Monitor change order status and assist with pricing documentation.

Change Management & Contract Support

Maintain project change order logs and documentation.
Assist with the preparation and tracking of RFIs, change requests, and contract modifications.
Support review of customer purchase orders, statements of work, and other contract requirements.
Ensure approved changes are properly documented and communicated to project stakeholders.

Field Operations Support

Coordinate with field personnel regarding project schedules, mobilization requirements, and site readiness.
Support safety compliance and project quality requirements.
Coordinate closeout activities including, issue management and project documentation.

Project Closeout

Assist with preparation and submission of final reports/invoices.
Coordinate the collection of project deliverables from field teams.
Support final billing and project reconciliation activities.
Ensure project records are complete and archived according to company procedures.

Requirements

Qualifications - Required

High school diploma or equivalent required.
4+ years of experience in project coordination, field services, or related project support roles.
Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfort working with spreadsheets, databases, and enterprise systems (e.g., Sage X3, Unanet, Smartsheet).
Strong attention to detail and accuracy in data entry, document preparation, and recordkeeping.
Effective written and verbal communication skills, with the ability to interact professionally with internal staff, customers, and vendors.
Strong organizational and time-management skills, with the ability to handle multiple tasks, priorities, and deadlines simultaneously.
Ability to handle sensitive customer information in accordance with company and customer requirements.
Must have a valid driver’s license.
Must be able to pass a drug screening test.
Satisfactory background check for compliance with regulations and on-site entry standards enforced at customer sites.

Qualifications - Preferred

Project Management related certifications.
Associate or bachelor’s degree in Business Administration, Project Management, or related field.
Experience with ERP and project management systems such as Sage, Unanet, Smartsheet, Procore, MS Project, Primavera, or similar platforms.
Understanding of project scheduling, budgeting, and contract administration.

Safety Compliance

It is SCI’s policy to require safe operations and practices from all employees and to provide a safe working environment.

Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and photocopiers.

Travel

If needed, travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected. All travel is performed in accordance with SCI’s travel policy including a signed acknowledgement prior to travel and reported through SCI expense report software.

Physical Requirements

Ability to work at a computer workstation for extended periods.
Ability to lift and carry files, boxes, and office materials up to 25 lbs., as needed.
Ability to move between office areas, meeting spaces, and filing locations as required.

AAP/EEO Requirements

Standard Calibrations, Inc. is committed to equal employment opportunity. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, sex, disability, protected veteran status, or any other basis protected by applicable federal, state, or local law.

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Project Assistant Jobs in Norfolk, VA

Assistant Project Manager - Field Services

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