Assistant Facility Project Manager

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.