Project Management Assistant

You don't have to be an employee long before you understand the SSOE difference. It goes back to our history of reinventing ourselves for new markets, serious rates of growth year after year, and being ahead of the curve in technology. Those are the achievements of a company that rewards talent and effort in ways that mean the most to the individual.

The Project Management Assistant (PMA) serves as the engine and final gatekeeper for design project delivery. Looking for a proactive Project Driver who ensures data integrity, manages complex document workflows, and protects the firm’s reputation by performing rigorous quality control on all outgoing deliverables. PMA supports Project Managers (PMs), Design Managers (DMs), and Engineering teams in a high-pressure, schedule-driven environment

As part of our commitment to innovation, all team members will be trained on Microsoft Copilot and empowered to use it as a core tool in their everyday work.

The following duties are typical of the position, but are not all encompassing.

Responsibilities include those required to deliver quality service on schedule and within budget in a team environment.

Key Responsibilities

• Document Control & Transmittals: Set up package chats; assembly and QC deliverables via platforms like ACC/BIM 360, Procore, and Aconex. Verify recipient lists and archive all correspondence history.
• Construction Administration Support: Follow up reviewers to ensure responses meet non-negotiable construction deadlines. May manage the intake, logging, routing, and return of RFIs and Submittals
• PM´S support: May assist Project Managers with day-to-day administrative tasks. Administers the document transfer procedure. Assists with the preparation of permits and applications, including sealing and/or stamping drawings, for approvals and submittals. May sets up and assists with maintenance of project scheduling, spreadsheets, construction cost estimates, databases, and reports.
• Project Data Management: Establish and maintain project filing systems (SharePoint, Local Drives) ensuring strict naming conventions and version control. Build and maintain project trackers, cost estimates, and resource planning data.
• Meeting Facilitation: Create and manage Microsoft Planner cards to drive team assignments, milestones, and accountability.
• Reporting & Visualization: Prepare executive-ready PowerPoint decks and professional Word documentation (meeting minutes, record drawings). Generate Excel-based reports from Bluebeam exports.
• Team Coordination: Handles telephone communication with external customers related to construction document distribution. May respond to, or initiate inquiries, from internal and external customers.
• May travel to SSOE branch offices and/or customer facilities for coordination purposes or to provide training.

What You Will Bring:

• Associate or bachelor’s degree-tracked in business related field experienced with data entry and various computer systems and software packages/programs.
• Related fields to this opening job: Architecture, Industrial design, Industrial Administration, Administrative Engineering, International business.
• Experience: 1 to 3 (one to three) years in a similar project support or document control role within the AEC (Architecture, Engineering, Construction) industry.
• Language: Full professional proficiency in English (written and spoken) is mandatory for coordinating with US-based teams and clients.

Technical Requirements

Must

• Microsoft Office Power User: Excel (formulas, IF-THEN logic, pivots, data integrity), PowerPoint (visual consistency/templates), and Word (styles/formatting).

 Desirable:

• Collaboration Tools: Use of Microsoft Teams and Microsoft Planner for coordination and task tracking.
• Construction Platforms: Such as ACC (Autodesk Construction Cloud) / BIM 360, Procore, and Aconex (document registers and SDC processing).
• Bluebeam Revu: Basic knowledge of Studio Sessions, markups, toolsets, and batch processing.

Candidate Profile (Soft Skills)

• Adaptability to change: Comfortable in an environment where processes and budgets change constantly. You don't just follow a path; you are willing to help build a new process from scratch when needed.
• Interdependent team player: Highly flexible and able to work with anyone across different disciplines (Process, P&ID, Telecom, Electrical). You understand that your success depends on the team’s success.
• Continuous Improvement: A natural drive to identify errors and suggest better ways to manage information. You don't just "do the task"; you look for ways to optimize the workflow.
• Detail-oriented: A natural "Gatekeeper" who catches errors before they leave the door.
• Rapid Knowledge Retention: A strong memory for complex procedures and the ability to learn new digital tools quickly.

What We Bring:

• Monthly based gross salary.
• Superior benefits such as Major and Minor medical expenses insurance / Dental and Visual insurance (Family Plan) / Life insurance / 20 Days for Christmas Bonus / Food Coupons and others.

• Career Development
• Training and Education
• Ownership Opportunities
• Innovative Projects

Additional Perks Offered:

• • Hybrid work model, flexibility to work from home, allowing for a better work-life balance.
  • A collaborative and supportive culture, where you will be encouraged to bring new ideas and interact with our people in Mexico, US and India.
  • As part of a multidisciplinary team, you will experience exciting projects from start to finish and interface directly with some of the most forward-thinking clients in the world.
  • SSOE Employees Clubs. Participation in various type of activities to foster a sense of community: volunteering, family and holiday events, Diversity, Equity, and Inclusion programs.
  • Recognition and Rewards, the company values its employees’ contributions and regularly recognizes and rewards their hard work through attractive incentives.