Job Details

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.