We're seeking a Project Management Assistant to help keep our HVAC and plumbing projects running smoothly. The right person is organized, detail-oriented, and enjoys clear communication — someone who takes pride in making sure the right people, materials, and information are in the right place at the right time.

You'll work closely with the Project Manager to handle daily scheduling, material coordination, and project documentation. It's a hands-on, fast-paced office role where every day is different, and your organization skills truly make a difference.

Key Responsibilities

1. Scheduling & Coordination

Manage the daily and rolling 2-week crew schedule for HVAC and plumbing teams.

Communicate with builders, general contractors, and trades to confirm site readiness and coordinate timelines.

Handle day-to-day scheduling adjustments (sick days, emergencies, and site delays), keeping crews informed.

Provide clear, updated schedules to field staff and management.

2. Communication & Administration

Act as the first point of contact for incoming calls, messages, and general inquiries related to scheduling and coordination.

Create and maintain job files (digital and/or physical) for each project

Prepare and distribute meeting notes, weekly updates, and progress summaries.

Follow up with team leads for updates and keep project trackers current.

3. Material & Logistics Management

Coordinate material orders and deliveries to ensure job sites are ready on time.

Track material usage and work with shop staff to replenish inventory and consumables.

Communicate with suppliers to confirm lead times, handle backorders, and organize returns.

Support fleet and shop coordination (maintenance reminders, tracking tools, and restocking).

4. Documentation & Reporting

Maintain project documentation logs including delay logs, extra work logs, RFIs, and chargebacks.

Assist in preparing change orders, RFIs, and simple cost reports for management or clients.

Organize and maintain shared digital folders so information is easily accessible for the PM and field leads.
(Safety paperwork follow-up is not part of this role — handled by another staff member.)

5. Field Support (Light Administrative)

Conduct short site visits occasionally to gather updates or confirm deliveries (no installation work).

Capture photos, site notes, or key information for project documentation.

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Qualifications

3–5 years of office or administrative experience.

Experience in construction or trades preferred (HVAC, plumbing, general contracting, etc.).

Strong organizational and communication skills; attention to detail is essential.

Comfortable managing multiple priorities in a fast-paced environment.

Proficient with Microsoft Word, Excel, Outlook, and general email/scheduling tools.

Experience with QuickBooks preferred.

Positive, team-oriented attitude with a willingness to learn and adapt.

Key Traits

Reliable and consistent follow-through.

Proactive and solutions-oriented — spots problems early and communicates clearly.

Calm under pressure and organized even when plans change.

Detail-focused and takes ownership of their tasks.

Team player who supports both field and office staff.

How to Apply:
Interested candidates are encouraged to submit their resume and a cover letter detailing their experience to info@airmm.ca or apply online at www.airmm.ca. Please include “Project Management Assistant” in the subject line.

Air Master Mechanical Inc. is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Join us at Air Master Mechanical Inc. and be part of a team that values expertise, integrity, and customer service.
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