Assistant Manager

Department: Projects / Operations

Industry: Façade, Glazing & Architectural Envelope

Reports To: Project Manager / Senior Project Manager

Position: Assistant Project Manager (APM)

Job Summary

The Assistant Project Manager supports the Project Manager in planning, coordinating, documenting, and executing façade and glazing projects from project handover through engineering, procurement, fabrication, installation, and closeout.

The APM is responsible for maintaining project documentation, tracking shop drawings and submittals, coordinating RFIs, monitoring material procurement and fabrication, assisting with change orders, and communicating with internal teams, suppliers, general contractors, architects, consultants, and field personnel.

The position requires strong organizational skills, technical understanding of façade systems, attention to detail, and the ability to manage multiple project activities simultaneously.

Key Responsibilities

1. Project Setup & Handover

• Assist the Project Manager during project handover from the estimating/sales team.
• Review contract drawings, specifications, proposals, scope of work, and project requirements.
• Prepare project folders, logs, schedules, and document-control systems.
• Identify major project milestones and submission requirements.
• Maintain project contact lists and communication records.
• Assist in identifying scope gaps, exclusions, and potential project risks.

2. Shop Drawing & Engineering Coordination

• Coordinate with drafting teams for preparation of shop drawings.
• Track shop drawing preparation, submission, approval, and revision status.
• Review drawings for general compliance with architectural drawings and project scope before submission.
• Distribute architect/consultant comments to the appropriate drafting and engineering teams.
• Follow up on drawing revisions and resubmissions.
• Coordinate structural calculations and engineering requirements when required.
• Maintain current approved drawings and ensure obsolete revisions are properly controlled.

3. RFIs & Technical Clarifications

• Identify missing, conflicting, or unclear information in drawings and specifications.
• Assist in preparing Requests for Information (RFIs).
• Maintain an RFI log and regularly follow up on outstanding responses.
• Distribute RFI responses to drafting, estimating, purchasing, fabrication, and field teams.
• Verify that approved clarifications are incorporated into shop drawings and project documentation.

4. Submittals & Samples

• Prepare and coordinate product-data submittals.
• Maintain the project submittal log.
• Track approval status of glass, aluminum systems, finishes, hardware, sealants, fasteners, louvers, panels, and other façade materials.
• Coordinate physical samples and color/finish samples.
• Follow up with architects, consultants, and general contractors regarding pending approvals.
• Maintain records of approved products and samples.

5. Material Takeoff & Procurement Coordination

• Assist in reviewing material takeoffs and quantities.
• Prepare material requirements based on approved drawings.
• Coordinate with purchasing/procurement teams for quotations and purchase orders.
• Follow up with suppliers regarding material availability and lead times.
• Maintain material procurement and delivery trackers.
• Identify long-lead items and report potential delays to the Project Manager.
• Verify that ordered materials comply with approved submittals and drawings.

6. Fabrication Coordination

• Coordinate release of approved information to fabrication teams.
• Track fabrication schedules and completion dates.
• Verify that the latest approved shop drawings are being used for fabrication.
• Coordinate clarification of fabrication-related questions.
• Assist in monitoring fabricated quantities against project requirements.
• Coordinate fabrication priorities according to field installation requirements.

7. Site & Installation Coordination

• Assist the Project Manager in coordinating with site supervisors and installers.
• Track field measurements and opening verification.
• Coordinate information required between drafting/fabrication and field teams.
• Maintain installation progress records.
• Track site material requirements and deliveries.
• Assist in resolving field-related drawing and material issues.
• Maintain punch-list and corrective-action logs.
• Coordinate updated drawings and details required by the installation team.

8. Change Orders & Additional Work

• Assist in identifying work outside the original contract scope.
• Maintain a Potential Change Order (PCO) log.
• Collect drawings, quantities, supplier pricing, labor information, and supporting documentation for change orders.
• Coordinate with the estimating team for pricing where required.
• Submit change-order information to the Project Manager for review.
• Track submitted, pending, approved, and rejected change orders.
• Maintain documentation supporting additional work.

9. Project Scheduling & Tracking

Maintain and regularly update project trackers for:

• Shop drawings
• Engineering calculations
• RFIs
• Submittals
• Samples
• Material approvals
• Purchase orders
• Material deliveries
• Fabrication
• Field measurements
• Installation
• Change orders
• Punch lists
• Closeout documents

Immediately report critical delays or unresolved issues to the Project Manager.

10. Meetings & Communication

• Participate in internal and external project meetings.
• Prepare meeting agendas and minutes when required.
• Maintain action-item lists.
• Follow up with responsible parties regarding outstanding items.
• Communicate professionally with general contractors, architects, consultants, suppliers, fabricators, and installers.
• Assist the Project Manager with weekly project status reports.

11. Quality Control

• Assist in reviewing shop drawings, fabrication information, and material documentation.
• Verify correct glass types, finishes, profiles, hardware, fasteners, sealants, and accessories.
• Help identify discrepancies before materials are released for fabrication.
• Maintain records of quality issues and corrective actions.
• Assist with punch-list completion and final inspections.

12. Project Closeout

• Assist in preparation of as-built drawings.
• Compile warranties, product data, test reports, O&M manuals, and other closeout documentation.
• Track outstanding punch-list items.
• Coordinate submission of final project documents.
• Organize and archive project records after completion.

Façade Systems Knowledge

The Assistant Project Manager should develop a working understanding of:

• Aluminum windows
• Window wall
• Curtain wall
• Storefront systems
• Aluminum entrances and doors
• Insulated and laminated glass
• Spandrel glass
• Glass railings
• Louvers
• ACM/MCM and metal panels
• Rainscreen systems
• Architectural aluminum
• Sealants and waterproofing
• Anchors and fasteners
• Perimeter flashing and related façade interfaces

Required Skills

• Ability to read architectural drawings and specifications.
• Basic understanding of façade/glazing construction.
• Strong Microsoft Excel skills.
• Good understanding of shop drawings and material takeoffs.
• Strong organizational and document-control skills.
• Good written and verbal communication.
• Ability to prepare professional RFIs and project correspondence.
• Ability to manage multiple priorities and deadlines.
• Strong attention to dimensions, quantities, revisions, and technical details.
• Ability to coordinate effectively with drafting, estimating, procurement, fabrication, and field teams.

Preferred Software Knowledge

• AutoCAD
• Microsoft Excel
• Microsoft Word
• Microsoft Project
• Procore or similar construction-management software
• PDF markup/document-control software

Education & Experience

Education: Bachelor’s degree or diploma in Civil Engineering, Mechanical Engineering, Architecture, Construction Management, or a related discipline.

Experience: Approximately 1–3 years of experience in façade, glazing, architectural aluminum, construction, drafting, estimating, or project coordination is preferred.

Candidates with strong façade drafting or estimating experience may also be suitable for progression into the APM position.

Key Performance Indicators (KPIs)

Performance can be evaluated based on:

• Accuracy of project documentation
• Timely shop drawing submissions
• RFI turnaround and follow-up
• Submittal approval tracking
• Material procurement tracking
• Accuracy of material releases
• Fabrication coordination
• Change-order documentation
• Timely communication and follow-up
• Reduction in errors and rework
• Installation support
• Punch-list closure
• Timely project closeout

Typical Daily Activities

An Assistant Project Manager may typically:

Morning: Review emails and project priorities → update RFI/submittal logs → follow up on pending approvals → check shop drawing status.

During the Day: Coordinate with drafting → review drawings → communicate with GC/suppliers → track material orders → coordinate fabrication → respond to field questions → prepare RFIs/change-order documentation.

End of Day: Update project trackers → review pending action items → report critical issues and progress to the Project Manager.

Career Progression

Project Coordinator / Estimator / Drafter → Assistant Project Manager → Project Manager → Senior Project Manager → Project Director / Operations Manager

The APM should gradually develop the ability to independently manage smaller façade projects while supporting the Project Manager on larger and more complex projects.