Project Manager Assistant - Substation Construction chez Atwell, LLC

Project Manager Assistant — High Voltage Substation Construction

Atwell’s Power & Energy group delivers high-voltage substation projects nationwide. We’re hiring a Project Manager Assistant to keep our field and office teams moving—owning logistics, procurement, project setup, and cost control for fast-paced EPC and owner-rep environments.

What You’ll Do (Day-to-Day)

• Project Setup & Controls: Open new projects, create job numbers/cost codes, set up vendors/subs, maintain document control and tracking logs.
• Shipping & Receiving: Coordinate inbound/outbound materials and test gear; verify packing lists, track deliveries, and resolve discrepancies with vendors and sites.
• Test Equipment Tracking: Maintain calibration records, custody logs, and utilization schedules; ensure equipment readiness for site needs.
• Rental Procurement: Source and manage short-term rentals (lifts, containers, vehicles, tools); compare quotes, issue POs, and track return dates to avoid overages.
• Purchase Orders: Draft/route POs, match to quotes and delivery tickets, reconcile with invoices, and keep PO registers current.
• Invoicing & Billing Support: Prepare monthly billing packages (backup, timesheets, receipts, progress logs); submit on time and resolve AR holds.
• Accounts Payable/Receivable: Process vendor invoices, three-way match (PO/packing slip/invoice), assist with collections and customer portals.
• Time & Expense Support: Audit timesheets and expense reports for coding/compliance; assist field staff with submissions and corrections.
• Coordination & Reporting: Support PMs with schedules, meeting minutes, RFI/submittal logs, and weekly cost/progress updates.

What You’ll Bring

• 2–5 years in construction project support (utility, substation, transmission, or industrial preferred) or strong administrative experience in a similar fast-paced setting.
• Working knowledge of AP/AR, POs, invoicing, and change documentation; comfort with vendor/customer portals.
• Proficiency with Microsoft Excel, Outlook, Word (SharePoint/Teams; Deltek/SAP/Oracle/Procore a plus).
• Detail-driven organizer who can manage multiple priorities and deadlines with minimal rework.
• Clear, professional communication with field crews, vendors, and clients.
• Ability to learn substation terminology (breakers, transformers, relays, test equipment) and follow basic safety and quality procedures.

Nice to Have

• Experience supporting high-voltage substation or power delivery projects.
• Familiarity with test equipment calibration records and rental management.
• Basic understanding of AIA billing, lien releases, and certified payroll/documentation.

#LI- TK1