Position title
Assistant Project Manager

Looking for an opportunity to join a dynamic HVAC Project Management team?

Air Control Systems, Inc. is seeking an organized, articulate, and technically-proficient, HVAC Project Management Assistant with a minimum of 3 years of commercial HVAC project management experience to assist in managing HVAC projects, tracking field installation, managing performance against project requirements, and providing high-level support to ensure client satisfaction.


Job Responsibilities (include but are not limited to the following):

Assists in managing a variety of small and large HVAC (design-build, plan-spec, and tenant improvement) projects

Establish and maintain effective working relationships and professional communication with colleagues, vendors, subcontractors, general contractors, property managers, and general public, etc.; manages and resolves customer inquiries

Performs support functions including creating bid or project start/close documentation/folders, assigns and maintains job and bid number logs, processes bid invites and requests for information (RFIs), routes client information requests, prepares correspondence, and provides frequent and successful communication both internal and external

Manages client account/project information and data records in applicable systems; includes data-entry and documentation, electronic file share, and Microsoft Project

Tracks all bidding work and manages Opportunities Pipeline for the division

Manages and maintains an active Project Listing

Setup and maintain all active project folders and documents (i.e. letters of intent, signed proposals, contracts, change orders, preliminary notices, billing, vendor releases, etc.)

Create purchase orders, change orders and subcontracts as needed (within Accounting system)

Assembles plan checks and project submittals

Secures permits and city business licenses

Supports material and equipment procurement

Prepares and distributes project documents to appropriate field staff (submittals, plans, scope sheets, hour logs, etc.)

Run and analyze job variance reports for project manager(s)

Closes out projects by sending out closeout packages (guarantee letters, as-builts, air balance reports, LEED documentation, operation and maintenance manuals, and satisfaction survey)

Ensures effective communications from internal and external customers; provides an interface between customer service, division management, shared services, and field operations

Identifies process changes/improvements providing more efficient yet concise methods with the same end result

Prioritizes and manages multiple projects and tasks simultaneously; follows through on issues in a timely manner

Learn all software programs utilized in the day-to-day business operations of the company

Provides special project support and complete other duties as assigned


Required Characteristics:

Minimum of 3 years of commercial HVAC project management experience

Experience reading and analyzing drawings and schematics

Proven record of strong performance in a similar office setting

Independent thinker and self-directed employee who can complete assignments without detailed instructions

Strong computer literacy (demonstrated proficiency in Microsoft Office, knowledge of Microsoft Project, and Microsoft Excel - demonstrate formulas (i.e. VLOOKUP, SUMIF, IF, etc.), ability to learn new software system through training and on the job experience

Knowledge of office (and service line) management practices and procedures

Excellent time management and organizational skills

Knowledge of business letter writing and professional formatting of typed material

Equivalent combinations of education, training & experience will be considered; Bachelors degree strongly preferred (Construction Management, Project Management, Business Administration)

Employment Type
Job Location
California, USA
PDF Export
Close modal window

Position: Assistant Project Manager

Thank you for submitting your application. We will contact you!