Position Summary
The Assistant Project Manager supports the Sales/PM team by providing coordination, communication, and administrative support for complex rolling stock and transportation projects. This role focuses on meeting and workflow coordination, progress reporting, action tracking, and cross‑functional support across internal partners (Engineering, Procurement, Manufacturing, Quality) and external partners.
This position is ideal for candidates with 3+ years of experience who want to build practical project management and coordination skills and grow toward a PM or Project Controls career path.
Key Responsibilities
Meeting & Workflow Coordination
- Coordinate and manage key project meetings (e.g., Monthly Progress Meetings, Weekly PM Meetings, Pulse check Meetings).
- Confirm attendance, issue calendar invites, and prepare meeting rooms or virtual links.
- Collect pre reading materials and ensure documents are organized in advance.
Meeting Minutes & Action Tracking
- Record clear and accurate meeting minutes, including key decisions, owners, and due dates.
- Distribute meeting minutes and action item lists promptly after each meeting.
- Maintain and update the action item tracker, and follow up on overdue or missing actions across internal teams and external stakeholders.
Progress Reporting & Document Support
- Support the preparation of Monthly Progress Reports (MPR) and other internal/client reports by collecting and organizing status updates.
- Edit tables, charts, and basic summaries to support draft reports and presentations.
- Prepare simple briefing materials for leadership and Director/PM review.
Project Administration & Director Support
- Maintain shared folders and project data repositories.
- Manage PM templates (meeting minutes, reports, internal forms) and update versions as needed.
- Keep project calendars, organizational charts, distribution lists, and contact information updated.
- Provide basic administrative support for the Director and PM team (e.g., travel related documentation, PM team leave schedules).
Required Qualifications
- 3+ years of experience in project support, project assistant, coordination, or administrative roles.
- Strong organizational and time management skills; able to handle multiple tasks in a fast paced environment.
- Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint).
- Basic understanding of project schedules and progress tracking concepts (not a scheduler role).
- Ability to remain composed and exercise sound judgment in time sensitive or high pressure situations.
Preferred Qualifications
- Experience in rail, manufacturing, engineering, construction, or infrastructure projects.
- Experience supporting project meetings or internal.
- Familiarity with SharePoint or similar document management systems.
