Assistant Operations Manager (73113)

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.