Assistant Facility Project Manager

About the role

The Assistant Facility Project Manager supports the planning, coordination, execution, documentation, and closeout of facilities repair and construction projects across 13 federally owned properties, approximately 150 leased locations, delegated facilities, and future portfolio changes throughout Tennessee.

Working under the direction of the Project Manager and in coordination with facilities operations staff, this position helps deliver small projects from initiation through acceptance and provides onsite assistance for larger projects. The role supports safe and compliant execution, cost and schedule control, accurate project records, timely stakeholder communication, and alignment with customer requirements.

Key Job Functions Assist the Project Manager with project planning, coordination, execution, and closeout for repair and construction work across owned, leased, and delegated facilities throughout Tennessee.

Support small projects up to the applicable Simplified Acquisition Threshold, including project conceptualization, site verification, scope development, cost estimating, tenant-funding coordination, kickoff, inspection, acceptance, and closeout.

Provide onsite project assistance for larger projects led by customer project managers and third-party construction firms, including design reviews, progress meetings, inspections, contractor access, and collection of site-specific information. Maintain project schedules, action logs, cost records, risk and issue logs, submittals, meeting minutes, inspection records, photographs, punch lists, and closeout documentation.

Coordinate with the Project Manager, customer representatives, facility personnel, tenant agencies, contracting personnel, designers, subcontractors, vendors, and other stakeholders to keep work progressing and minimize impacts to occupants and building operations.

Assist with development and review of scopes of work, independent cost estimates, contractor proposals, project budgets, funding documentation, procurement packages, change documentation, and price-support records.

Track project costs and commitments, including work funded through the Non-Recurring Work Budget, and help verify that labor, parts, materials, equipment, subcontracted costs, and allowable markups are documented in accordance with contract requirements.

Monitor field activities for conformance with approved scope, schedule, safety requirements, quality expectations, manufacturer instructions, and applicable federal, state, and local codes; promptly elevate observed deficiencies or risks.

Coordinate work that may affect tenant operations, occupied space conditions, life-safety systems, access, utilities, vertical transportation, or building systems, and support timely outage and project communications. Perform routine site visits and inspections; document progress, quality concerns, schedule variances, safety observations, and corrective actions; and assist with final inspections and punch-list completion.

Help coordinate building access, badges, keys, parking, escorts, shutdowns, after-hours work, material deliveries, staging areas, and other site logistics required for project execution. Enter and maintain accurate project information in required systems, including KAHUA and other applicable acquisition, real estate, maintenance, event-notification, and document-control applications.

Prepare project status updates and contribute accurate construction, budget, schedule, risk, and closeout information for monthly reports, facility assessments, audits, inspections, and data calls. Assist with subcontractor and vendor coordination by tracking qualifications, insurance, submittals, proposals, material lead times, work quality, invoicing support, and completion of corrective actions.

Support contract transition and continuous-improvement activities by validating project records, organizing turnover documentation, identifying recurring delivery issues, and recommending practical process improvements.

Qualifications & Requirements

Education: Bachelor's degree in construction management, engineering, facilities management, architecture, business administration, or a related field preferred; an associate degree or an equivalent combination of relevant education, training, and experience may be considered. Experience: 3 to 5 years of progressively responsible experience supporting commercial facilities, repair, renovation, or construction projects.

Experience in federal or other highly regulated facilities, occupied-building projects, government contracting, or multi-site operations is preferred. Project coordination: Demonstrated ability to coordinate multiple projects, maintain schedules and action items, organize project documentation, monitor costs, support meetings and inspections, and follow assignments through completion.

Technical knowledge: Working knowledge of construction and facilities project delivery, including plans and specifications, scopes of work, cost estimates, submittals, requests for information, change documentation, inspections, punch lists, and closeout. General familiarity with commercial building systems is preferred.

Compliance and safety: Familiarity with OSHA requirements and applicable building, fire, life-safety, accessibility, environmental, and permitting requirements; ability to recognize and promptly report unsafe or noncompliant conditions. Financial support: Experience tracking project budgets, estimates, proposals, commitments, invoices, and change documentation, with strong attention to cost accuracy and supporting records.

Systems and documentation: Proficiency with Microsoft Office applications and electronic project-document systems. Experience with scheduling, CMMS, construction-management, or GSA systems, including KAHUA or NCMMS, is preferred. Communication: Strong written, verbal, organizational, and interpersonal skills, with the ability to communicate clearly with customers, contractors, facility personnel, and technical stakeholders.

Credentials: Associate Constructor, Certified Associate in Project Management (CAPM), OSHA 30-hour training, or comparable credential preferred. Project Management Professional (PMP) certification is a plus but not required.

Other requirements: Ability to obtain and maintain required federal suitability, HSPD-12 credentials, system access, and site access; valid driver's license; ability to travel throughout Tennessee, visit active work sites, and occasionally support work outside normal business hours.