Assistant Project Manager

Mitlm Infrastructure and Management

Published Date: • Lahore, Pakistan (Hybrid)

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Description

The Assistant Project Manager will support the planning, coordination, monitoring, and administration of multiple projects to ensure they are completed on schedule, within budget, and in accordance with project requirements.
The successful candidate will be responsible for maintaining project schedules, tracking progress, monitoring invoices, coordinating follow-ups, organizing project documentation, and supporting communication between project managers, contractors, consultants, and other stakeholders.
This role requires strong organizational skills, attention to detail, and proficiency in project management software, including Smartsheet, Microsoft Excel, Microsoft Project, and SharePoint.
Key Responsibilities

Responsibilities

1. Project Monitoring and Scheduling
Monitor and update project progress using Smartsheet, Microsoft Excel, and Microsoft Project.
Maintain project schedules, milestones, deadlines, and task completion statuses.
Track project deliverables and identify potential delays or outstanding activities.
Follow up with project managers, contractors, consultants, and internal teams to obtain regular progress updates.
Prepare weekly and monthly project status reports.
Maintain project dashboards and tracking sheets to provide management with accurate project information.
Assist in identifying scheduling conflicts, project risks, and potential delays.

2. Invoice Tracking and Financial Administration
Maintain project invoice registers and track submitted, approved, pending, and paid invoices.
Review invoices against purchase orders, contracts, and approved project budgets for administrative accuracy.
Follow up with contractors and vendors regarding missing invoices, supporting documents, and discrepancies.
Coordinate with Finance to monitor invoice processing and payment status.
Assist project managers in tracking project expenditures, commitments, and remaining budgets.
Maintain accurate financial tracking spreadsheets for individual projects.
Track contract values, approved change orders, and outstanding payments.

3. SharePoint and Document Management
Develop, organize, and maintain project filing systems in Microsoft SharePoint.
Establish standardized folder structures for all projects to ensure consistency and easy access to information.
Upload, organize, and maintain project documentation, including contracts, drawings, schedules, invoices, meeting minutes, correspondence, and reports.
Ensure documents are properly named, categorized, and maintained with appropriate version control.
Monitor project folders to identify missing or outdated documentation.
Coordinate with team members to ensure all relevant project records are uploaded regularly.
Support improvements to SharePoint document management processes and internal filing procedures.
Maintain confidentiality and appropriate access permissions for sensitive project documents.

4. Project Coordination and Follow-Ups
Conduct regular follow-ups with contractors, consultants, suppliers, and internal stakeholders.
Monitor outstanding action items and ensure responsible parties provide timely updates.
Assist project managers with coordinating project activities, site visits, inspections, and deliverables.
Track requests for information (RFIs), change orders, submissions, and approvals.
Support procurement activities, including obtaining quotations, preparing comparison sheets, and tracking purchase orders.
Help resolve routine administrative and coordination issues by communicating with the appropriate team members.
Escalate critical delays, risks, or unresolved issues to the Project Manager.

5. Meetings and Communication
Attend project coordination meetings, progress meetings, and internal departmental meetings.
Prepare meeting agendas and supporting documents as required.
Record meeting minutes, key decisions, assigned responsibilities, and action items.
Distribute meeting minutes and follow up on outstanding action items.
Coordinate meeting schedules and communicate with relevant stakeholders.
Maintain professional communication with contractors, consultants, clients, and internal departments.

6. Reporting and Administrative Support
Prepare and maintain project progress reports, dashboards, spreadsheets, and presentations.
Support project managers in preparing project documentation, correspondence, and management updates.
Maintain project registers, including risk registers, issue logs, change order logs, and action item trackers.
Assist with contract administration and tracking of contractual deliverables.
Monitor upcoming deadlines, permit requirements, inspections, and project closeout activities.
Support the preparation of project completion reports and documentation handovers.
Perform other project coordination and administrative duties as assigned.

Qualifications and Experience
Degree in Civil Engineering or Construction Management.
Minimum 1–3 years of experience in project coordination, project administration or a similar role preferred.
Excellent written and verbal communication skills in English.
Experience supporting multiple projects simultaneously.
Proficiency in Microsoft Excel, Smartsheet, Microsoft Project, and Microsoft SharePoint.
Strong knowledge of Microsoft Office applications, including Word, Outlook, PowerPoint, and Teams.
Familiarity with project scheduling, invoice tracking, budget monitoring, and document management.
Experience in construction, engineering, infrastructure, or capital projects is considered an asset.
Strong written and verbal communication skills.
Excellent organizational skills and ability to manage competing priorities.
Ability to work independently, follow up proactively, and meet deadlines.
Key Skills and Competencies
Project scheduling and progress tracking
Document control and SharePoint administration
Invoice and budget tracking
Strong Excel and reporting skills
Meeting coordination and minute-taking
Contractor and stakeholder communication
Time management and multitasking
Attention to detail and accuracy
Problem-solving and proactive follow-up
Teamwork and accountability
Performance Expectations
The Assistant Project Manager will be expected to:
Keep project schedules and Smartsheet trackers accurate and regularly updated.
Ensure project documentation is properly organized and maintained in SharePoint.
Maintain up-to-date invoice registers and financial tracking records.
Complete timely follow-ups on outstanding project activities.
Ensure meeting minutes and action items are recorded and distributed promptly.
Provide reliable project status information to support management decisions.
Identify and communicate potential delays, missing information, and administrative issues before they affect project delivery.

Experience

2 Years

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