Project Manager Assistant

Job Title : Project Manager Assistant
Department: Administration
Reports to: Administration Department Director

Oxbow Design Build Cooperative is a worker-owned company that offers architectural design, construction services, and millwork for residential and commercial projects. We are a values driven company that prioritizes sustainable and ethical construction. We use local and environmentally friendly materials as much as possible, and produce buildings that meet the highest energy performance standards. As a cooperative, we value all of our workers highly and provide a path to ownership of the company with equal participation in company governance and profit sharing.

All the details:

Position Overview
This is a position at a growing and successful worker-owned cooperative. You will provide support to the Project Manager for sales, estimating, scheduling, ordering, logistics, tracking, reporting, and whatever else needs to get done. Having specific knowledge of construction or the software that we use is a bonus, but not necessary when applying. Our ideal candidate will have strong skills in communication, organization, basic math, and multitasking. You can learn the rest on the job.

This position is about keeping up with shifting priorities, great note-taking to track all the loose ends, and being able to follow through on all the outstanding tasks when the dust settles. You will be getting calls/email/texts from the Project Manager with new tasks as they come up throughout the day. You will be expected to keep track of those and reprioritize as needed. When you have questions, the Project Manager, Administrator, and the rest of our team are here to support you. We expect our team members to work independently when they can and to ask for help when they need it.

Job Duties

  • Effectively communicate with project manager, office manager, site/shop workers, vendors, other contractors, and clients 
  • Assists Project Manager with the successful full cycle of assigned projects; from initiation to completion, including sales, estimation, permitting, scheduling, ordering materials, tracking project performance, billing, and project closeout 
  • Ensures all project documentation is accurate, clear, and organized in the company’s systems
  • Assists project manager with customer communication and interactions
  • Ensure contracts and all other required documents are obtained from clients, subcontractors and vendors
  • Track and ensure that material orders and work orders are accurately placed, on schedule, and billed correctly
  • Ensure invoicing is completed accurately by working with others
  • Perform tasks required by the Project Manager in support of project needs
  • Be aware of all aspects of the scopes of work so proper assistance to the Project Manager can be provided
  • Responsible to track project changes and produce updated schedules, in collaboration with the project manager
  • Track the progress of all new and ongoing projects and maintain up-to-date notes
  • Prepare and/or edit internal scopes of work, estimates, budgets, letters memos and emails
  • File all project documents appropriately (hard and soft copies) in collaboration with the Office Manager
  • Submit any required information to the client as directed by the Project Manager
  • Report to the Project Manager for all issues
  • Be adaptable and capable of keeping up with quick, frequent changes
  • Provide excellent customer service
  • Work under time constraints to meet specific timelines
  • Ensure attention to detail and keen sense of safeguarding other people’s property and information
  • Participate in and demonstrate an understanding of safety principles and practices; follows all safety policies and procedures to support a safe working environment
  • Proactively communicate job site conditions and concerns that may or are affecting completion of the job to the appropriate person
  • Local travel to job sites, municipal offices, vendors, etc required most weeks. Computer/phone work can be done remotely. Oxbow supports and encourages working from home when possible.
  • Follow all CDC, state, and local guidance for COVID-19 best practices


  • Excellent verbal and written communication skills, including note taking and appropriate follow up
  • Basic math skills
  • Manage sensitive information appropriately and maintain confidentiality
  • Integrity, honesty and responsibility with a desire to contribute to a team
  • Highly organized with attention to details
  • Valid driver’s license and reliable personal transportation
  • Ability to work within a team or independently as needed
  • Ability to multitask in a fast paced environment
  • Excellent computer skills including spreadsheet creation and manipulation


  • Experience with construction and/or project management
  • Education related to construction or project management
  • Familiarity with following programs: Google Suite, QuickBooks, Rhino, Revit

Physical Requirements

  • Occasional handling of materials and items from 5-40 lbs, unassisted
  • Occasional handling of materials and items from 41 lbs +, assisted
  • Sustained periods of maintaining the same position


  • Full-time, starting at $18-$24/hr, depending on experience. Pay is subject to regular review and raises as your skills and experience develop.
  • Paid time off (Vacation, Sick Time, Holiday Pay, & Bereavement)
  • 401k with Safe Harbor Match
  • Mileage reimbursement
  • Ownership track for equal profit sharing within 2 years
  • Professional development opportunities

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