POSITION SUMMARY

The Assistant Project Manager is responsible for supporting the successful coordination, administration, preparing and execution of assigned Geotechnical projects set ups and scheduling of work. This position works closely with Senior Engineers, Project Managers, field personnel, clients, and administrative staff to ensure projects are properly scheduled, staffed, documented, permitted, and progressing according to established timelines and project requirements.

The Assistant Project Manager will be responsible for reviewing drilling crew timesheets, assisting with proposal preparation, preparing project set ups once awarded, prepare schedule of drilling crew, supporting Senior Engineers with technical report preparation, maintaining project schedules and timelines, coordinating field activities with Dispatch, and ensuring all required permits are obtained and paid for prior to scheduled work.

This position requires strong organizational skills, attention to detail, communication skills, and the ability to manage multiple projects and competing priorities in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Project Coordination

• Assist Senior Project Managers and Engineers with the day-to-day coordination and administration of assigned projects. Prepare and manage drill schedule.
• Monitor project progress, deadlines, schedules, and outstanding deliverables.
• Maintain accurate project timelines and update schedules as project conditions change.
• Identify scheduling conflicts, delays, staffing concerns, and other issues and communicate them to the appropriate Project Manager or Senior Engineer.
• Coordinate project activities between engineering staff, drilling crews, field technicians, Dispatch, clients, and subcontractors.
• Assist with maintaining project documentation and ensuring required project information is available to field and office personnel. Track project status from initial assignment through completion.
• Drilling Crew Timesheet Review - Review daily and weekly drilling crew timesheets for accuracy, completeness, and appropriate project coding. Compare timesheets against scheduled work and project assignments. Verify that hours, project numbers, work descriptions, travel time, standby time, and other applicable entries are properly documented.

Proposal Preparation

• Assist with preparing proposals, estimates, and supporting documentation for drilling, inspection, and related services.
• Review project requirements, scope of work, anticipated staffing, equipment needs, and scheduling requirements when preparing proposals.
• Coordinate with Senior Engineers and Project Managers to obtain technical information necessary for proposals.
• Maintain proposal information and supporting documentation in the appropriate systems.
• Assist with proposal revisions, client requests, and follow-up documentation.

Engineering and Report Support

• Assist Senior Engineers with the preparation, organization, and completion of project reports.
• Gather and organize field data, laboratory results, project documentation, photographs, and other supporting information required for reports.
• Review reports for completeness, formatting, project information, and supporting documentation prior to final review.
• Coordinate with laboratory and field personnel to obtain missing information or documentation.
• Assist with maintaining report schedules and tracking outstanding reports.
• Ensure reports and project documentation are routed for appropriate technical review and approval.
• Scheduling and Dispatch Coordination
• Dispatch and coordinate scheduled drilling, testing, inspection, and field service activities.
• Review upcoming schedules and verify that appropriate personnel, equipment, and resources are available.
• Communicate changes to project schedules, field conditions, cancellations, additions, and special instructions to affected personnel.
• Assist in resolving scheduling conflicts and ensuring field personnel have the information necessary to perform assigned work.
• Monitor scheduled work and communicate changes or delays to Project Managers and Senior Engineers.
• Ensure project numbers, locations, scope, contact information, and special instructions are accurately reflected on schedules.

Permitting and Compliance

• Ensure all required permits are identified, prepared, submitted, and paid for prior to scheduled work on assigned projects.
• Coordinate with municipalities, agencies, clients, property representatives, and other applicable parties regarding permit requirements and underground utility clearance.
• Track permit status, expiration dates, fees, and outstanding requirements.
• Maintain accurate records of permits and support documentation.
• Immediately communicate any permitting issues that could affect project schedules.
• Confirm required permits are in place before field work begins.
• Assist Project Managers in maintaining compliance with applicable project, municipal, and regulatory requirements.

Client and Internal Communication

• Communicate professionally with clients, contractors, consultants, field personnel, engineers, and management.
• Respond to routine project inquiries and escalate technical or contractual matters to the appropriate Project Manager or Senior Engineer.
• Assist with coordinating client requests, scheduling changes, project documentation, and deliverables.
• Maintain timely communication regarding project status, scheduling, permitting, and outstanding requirements.

ADDITIONAL RESPONSIBILITIES

• Maintain accurate project records in company systems.
• Assist with tracking project budgets, hours, and other project-related information.
• Review project documentation for accuracy and completeness.
• Participate in project meetings as requested.
• Assist with identifying potential project issues before they affect schedules, budgets, or client commitments.
• Follow all company policies, procedures, safety requirements, and quality-control standards.
• Perform other duties and responsibilities as assigned by management.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in engineering, Construction Management, Business Administration, or a related field preferred; equivalent relevant experience may be considered.
• Minimum of 2–4 years of experience in project coordination, construction, engineering, CMT, geotechnical, environmental, drilling, or a related industry is preferred.
• Experience working with field personnel and construction-related schedules preferred.
• Strong knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to review detailed information and identify discrepancies.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and follow-through.
• Ability to work effectively with engineers, technicians, drilling crews, clients, and management.
• Ability to work independently while recognizing when issues require escalation.

PREFERRED QUALIFICATIONS

• Experience in Construction Materials Testing, geotechnical engineering, drilling, or inspection services.
• Experience with project management or accounting/project management software.
• Familiarity with permitting processes and municipal requirements.
• Experience reviewing field timesheets and project documentation.
• Knowledge of construction terminology, field operations, and project scheduling.
• Bilingual English/Spanish skills are a plus.

The Assistant Project Manager is expected to maintain accurate and timely project information, proactively identify potential scheduling and permitting issues, ensure assigned projects remain on track, and provide consistent support to Senior Engineers and Project Managers.

Success in this position requires the ability to anticipate project needs rather than simply reacting to issues. The individual must demonstrate ownership of assigned responsibilities, maintain clear communication with all parties, and ensure that project requirements are addressed before they impact field operations, project schedules, billing, or client satisfaction.

WORK ENVIRONMENT

This position operates primarily in a professional office environment and requires frequent communication with field personnel, engineers, clients, contractors, and internal departments. Occasional visits to project sites may be required depending on project needs.

NV5 offers a competitive compensation and benefits package including medical, dental, life insurance, PTO, 401(k) and professional development/advancement opportunities.

NV5 provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. NV5 complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.