Project Manager Assistant (PMA) – Job Overview
Summary:
Reporting to the Operations Manager or delegate, the Project Manager Assistant (PMA) is responsible for supporting project execution by coordinating clear communication and accurate documentation between internal teams, clients, adjusters, and subcontractors. PMAs thrive in fast-paced, ever-changing environments, managing multiple projects independently while delivering exceptional customer service.
Requirements/Skills
- Excellent attention to detail
- Strong organizational and time management skills
- Resilient and confident communicator
- Team player with a proactive mindset
- Tech-savvy; comfortable multitasking across various programs
- Professional demeanor and appearance
- Background in construction or insurance restoration (asset)
Key Responsibilities
Administrative & Communication Support
- Ensure timely and professional communication with clients, adjusters, vendors, and team members
- Maintain accurate records, reports, and documentation across multiple platforms (e.g., XactAnalysis, Xactimate, DRS Complete, PSA Proven Solutions)
- Manage job files and filing protocols (physical and electronic)
- Coordinate schedules, meetings, job site visits, and production packages
- Provide regular updates on project status to all stakeholders
Project Coordination
- Assist PMs in meeting KPIs and tracking project milestones
- Set up new job files, confirm deductibles, and collect progress payments
- Support estimate revisions and documentation reviews
- Track change orders, permits, job costs, and progress against targets
- Ensure all documents are properly signed and filed
- Schedule incoming jobs and collaborate with PM's in coordinating and scheduling daily and long-term workloads
Client Relations & Business Development
- Build trust with clients and adjusters through timely follow-up and service
- Support lead generation, including gathering Google reviews and referrals
- Participate in cold-calling and outreach initiatives
- Help prepare presentations and marketing content as needed
Quality & Compliance
- Audit files before invoicing; ensure accuracy and profitability
- Support compliance documentation, including uploading moisture readings and updating internal systems
- Monitor and report on job progress, deficiencies, and KPIs
- Attend all required training and company meetings
Hours of work are Monday to Friday 8 am to 5 pm. Additional hours required at times.
Weekly pay. Overtime after 44 hours.
Job Types: Full-time, Permanent
Pay: $27.00-$28.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
- Vision care
Ability to commute/relocate:
- Oro-Medonte, ON: reliably commute or plan to relocate before starting work (required)
Experience:
- Restoration industry: 2 years (required)
Work Location: In person
