What are the responsibilities and job description for the Assistant Project Manager position at Introba?
WHERE PASSION PURPOSE ALIGN
We are the curious. Problem solvers. Driven to unlock the potential in every system. Across five countries are 1,100 engineers, designers, and consultants collaborating to elevate the human experience, create more resilient communities, and protect the health of the planet. We transform the built environment by creating dynamic solutions — living systems — that are smart, resilient, and connected.
At Introba, this is why we show up every day. To use our curiosity for good. To inspire change. To empower changemakers
Introba provides world-class building engineering design, analytic, and consulting services at all scales, specializing in net-zero first thinking. Through the cultivation of thought leadership, we deliver sustainable and forward-thinking solutions to the most complex design challenges facing the world’s leading clients and partners.
Job Summary
The Assistant Project Manager will support the MEQ division by assisting leadership, principals in charge, and the project management team with administrative tasks related to project execution. This role is designed to be flexible, providing critical support—particularly during heavy project closeout phases—to help ensure the successful completion of complex healthcare projects.
Responsibilities & Qualifications
Duties & Responsibilities:
You will be responsible for your time management and meeting agreed deadlines set by the team. You will also be accountable for the self-development of your career and actively learning from others, taking advantage of formal training and development, applying relevant academic or industry knowledge, and asking for help when needed.
Business Development
Introba offers a comprehensive total rewards package. Our benefits may include medical*, disability* and life insurance coverage*, continuing education benefits, paid time off, employee assistance program and a retirement savings plan with company matching contributions. *Benefits will vary by country location and may only be available in US or Canada.
We encourage all candidates to explore our total rewards offering.
Introba is an equal opportunity employer, and we prohibit discrimination and harassment of any type as protected by federal, provincial, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees. The company and its employees are required to comply with all local health authority, legal or lawful client requirements.
We are the curious. Problem solvers. Driven to unlock the potential in every system. Across five countries are 1,100 engineers, designers, and consultants collaborating to elevate the human experience, create more resilient communities, and protect the health of the planet. We transform the built environment by creating dynamic solutions — living systems — that are smart, resilient, and connected.
At Introba, this is why we show up every day. To use our curiosity for good. To inspire change. To empower changemakers
Introba provides world-class building engineering design, analytic, and consulting services at all scales, specializing in net-zero first thinking. Through the cultivation of thought leadership, we deliver sustainable and forward-thinking solutions to the most complex design challenges facing the world’s leading clients and partners.
Job Summary
The Assistant Project Manager will support the MEQ division by assisting leadership, principals in charge, and the project management team with administrative tasks related to project execution. This role is designed to be flexible, providing critical support—particularly during heavy project closeout phases—to help ensure the successful completion of complex healthcare projects.
Responsibilities & Qualifications
Duties & Responsibilities:
You will be responsible for your time management and meeting agreed deadlines set by the team. You will also be accountable for the self-development of your career and actively learning from others, taking advantage of formal training and development, applying relevant academic or industry knowledge, and asking for help when needed.
Business Development
- Assist in drafting proposals and add service documentation in collaboration with the Business Development team.
- Support the preparation and organization of materials for submission, client meetings and presentations.
- Help maintain positive client relationships through timely and professional communication.
- Assist in scheduling Business Development meetings for trips by the BD/Leadership team for conferences and various city visits.
- Support project invoicing processes, Subtask plans, project setups and supporting MP and Director of Project Management in ensuring all paperwork is completed.
- Support Logistics Lead in follow-up on warehouse invoicing.
- Support PMs on follow-up for Accounts Receivable.
- Collaborate with project managers to update and maintain master project schedules.
- Support the updates of Chalkboard and Deltek for schedules.
- Attend internal and external planning meetings to support coordination efforts.
- Distribute bid requests and obtain quotes from vendors based on project specifications.
- Analyze and review bids for accuracy, completeness, and compliance with client requirements.
- Collect, organize, and manage vendor documentation and submittals.
- Issue PO requisitions to clients and ensure timely approvals.
- Track equipment delivery status to client sites or warehouses.
- Run procurement reports and maintain accurate procurement records for each project.
- Assist in resolving vendor-related issues, including delays, documentation gaps, or product substitutions.
- Assist PMs on large projects that require additional support for coordination of vendors.
- Coordinate with the Logistics team to prepare for equipment installations.
- Ensure all installation documentation is complete and distributed appropriately.
- Assist in resolving on-site issues related to equipment damage, discrepancies, or returns.
- Monitor installation timelines to ensure alignment with project closeout schedules.
- Ensure PMs complete project closeout checklists are completed – project sheets, photos w/marketing, financial close-out memos, etc.
- Maintaining the MEQ Teams Channel, Standards Library, Collecting and Organizing Documentation.
- Other duties as assigned.
- Travels to project sites to support responsibilities as needed.
- Develops a current knowledge of medical equipment devices, vendors and their catalog of products.
- Research initiative with comprehension for medical terminology and equipment.
- Familiarity with medical equipment specifications for mechanical, electrical, data, and plumbing as it relates to relevance of equipment changes/selection.
- Understands and works to meet project schedule timelines.
- Working familiarity with Bluebeam.
- Conducts efficient and effective medical equipment review meetings.
- Knowledge of basic and intermediate medical equipment and its’ application within healthcare facilities.
- Strong oral and written communication skills.
- Strong analytical skills and ability to collect, organize and analyze data with strong attention to detail.
- Possess strong organization and multitasking skills.
- Computer proficiency required including spreadsheets and database.
- Excellent attention to detail and accuracy, with the ability to identify coordination issues.
- Computer literate, with good working knowledge of Microsoft Office suite.
- Ability to maintain confidentiality with accessible company information.
- Qualified candidates Bachelor's degree in healthcare preferred
- Highly organized, task driven, and able to meet multiple deadlines simultaneously.
- Strong attention to detail is required, as are excellent written and verbal communication and interpersonal skills.
- It is preferred that the candidate has had exposure to healthcare projects working as part of a medical equipment, supply chain, and/or construction.
- Works Safely: demonstrates understanding / adherence to the firms’ policies & procedures regarding safety, health, and the environment. Raises safety concerns and issues to the attention of leadership.
- Time Management: stays focused uses time effectively and prevents irrelevant issues or distractions from interfering with work completion.
- Customer Focus: committed to customer satisfaction. Seeks information to understand customer expectations, needs, issues and problems.
- Takes Accountability - responds quickly, demonstrates persistence to bring issues to closure. Demonstrates strong attention to detail. Drives to achieve value added results.
- Listening: effectively listens, correctly interprets messages. Asks questions if further clarification is needed.
- Openly discloses shares information, motives, and intentions with others. Represents information accurately, completely and with integrity.
- Clearly Communicates: clarifies purpose and importance, stresses major points, follows a logical sequence. Communicates with enthusiasm and impact.
- Adjusts to the Audience - uses terms, examples, and analogies that others will understand. Seeks input, checks understanding.
- Learn Continuously: Pursue ways to develop and apply new skills and knowledge.
- Flexible and Adaptable: maintains a positive attitude, demonstrate willingness to try new ways of doing things. Supports vision and direction of the Firm.
- Thinks expansively: views situations from multiple perspectives, brainstorms approaches and solutions. Thinks about potential impact outside of one’s own area.
- Continuous improvement: target focus to address meaningful work issues that add value to the bottom line. Challenge paradigms seek alternative ways to solve problems.
- Cooperates: Works collaboratively with others to establish and maintain positive work relationships; acknowledges other contributions. Challenges others’ ideas respectfully.
- Contributes to Team Success offers assistance, fulfils team responsibilities, demonstrates a personal commitment to the team.
- Involves Others - demonstrates openness to others’ ideas, fully involves others in team decisions and actions; values and uses individual difference and talents.
- Facilitates Agreement - tries to build agreement on outcomes and actions.
Introba offers a comprehensive total rewards package. Our benefits may include medical*, disability* and life insurance coverage*, continuing education benefits, paid time off, employee assistance program and a retirement savings plan with company matching contributions. *Benefits will vary by country location and may only be available in US or Canada.
We encourage all candidates to explore our total rewards offering.
Introba is an equal opportunity employer, and we prohibit discrimination and harassment of any type as protected by federal, provincial, state or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees. The company and its employees are required to comply with all local health authority, legal or lawful client requirements.
