Assistant Project Manager - Mechanical (HVAC) - Westchester, NY

Assistant Project Manager (APM) - Mechanical/HVAC (Field-Heavy)

Position Summary

The Assistant Project Manager (APM) supports the Project Manager and Superintendent by driving day-to-day field coordination and installation readiness on a large-scale HVAC project in Westchester, NY. This is a field-heavy role focused on trade coordination, work planning, QA/QC, procurement follow-up, documentation, and supporting turnover/commissioning while maintaining a strong safety and cGMP-minded approach. A personal vehicle required to commute to and from the project site

Key Responsibilities

Field Execution & Coordination

• Work closely with the Superintendent/Foremen to keep crews productive and remove constraints (access, sequencing, material readiness, design clarifications).

• Coordinate daily/weekly work plans, short-interval planning, with internal teams and other trades based on 4 week look ahead generated by the Senior PM.

• Support installation sequencing in active/sensitive areas (ceilings, mechanical rooms, shafts, corridors) with strong attention to cleanliness and protection.

Pharmaceutical / cGMP-Aware Construction Support

• Maintain strong housekeeping and protection standards;

• Coordinate jobsite protocols (badging, delivery scheduling, hot work, LOTO, dust control, working hours).

• Ensure penetrations, sealing, labeling, and documentation meet project and client standards.

• Ensure all material being delivered to the project meet plans, specs and approved submittals

RFI/Submittal & Drawing Control (Field-Focused)

• Identify design conflicts in the field; draft RFIs with photos, sketches, and clear scope impacts.

• Help manage current drawing sets in the field; verify crews are building from latest issued documents.

• Support submittal reviews and verify field constraints (clearances, access panels, service zones, valve locations, supports).

Material, Equipment & Vendor Follow-Up

• Track long-lead equipment and critical path materials (AHUs/DOAS, exhaust fans, pumps, VFDs, specialties, dampers, ductwork, insulation, controls interfaces).

• Confirm field dimensions, housekeeping pads/curbs, sleeves/inserts, and rigging/hoisting requirements ahead of deliveries.

• Maintain delivery and laydown plans; verify correct quantities, tagging, and storage conditions. Use client's delivery tracking app to schedule deliveries

QA/QC, Testing & Documentation

• Perform routine field walks and punch lists focused on quality, completeness, and spec compliance.

• Support inspections and testing and prepare required documents: duct pressure testing (as required), hydronic pressure testing, flushing/chemical cleaning, startup checklists, and functional readiness.

• Track equipment installation checklists, ITRs, and turnover packages (photos, serial numbers, test forms).

Change Management Support

• Support the PM by capturing potential changes early: daily reports, photo logs, labor/material impacts, and T&M ticket tracking.

Commissioning, TAB & Closeout Support

• Coordinate with Controls, TAB, and Commissioning teams to ensure systems are ready for test (valves/dampers set, filters installed, access provided, power complete).

• Maintain issues log and help close commissioning/TAB deficiencies quickly.

• Support turnover deliverables: as-builts redlines, O&M manuals, training coordination, attic stock, warranty logs.

Qualifications

Required

• 1-5 years of experience in mechanical construction/HVAC (field coordination, foreman support, or APM/PE role).

• Ability to read and interpret mechanical drawings/specs and identify conflicts.

• Strong organizational skills with consistent follow-through in a fast-paced jobsite setting.

• Proficiency with mobile/field documentation tools (photos, daily logs, checklists) and Microsoft Office.

Preferred

• Experience on pharmaceutical, lab, healthcare, or other mission-critical projects with elevated QA/QC expectations.

• Familiarity with Procore (or similar), Bluebeam,

• Exposure to commissioning/TAB workflows and turnover documentation.

Core Competencies

• Field-first problem solver with strong trade coordination instincts

• Detail-oriented, documentation-driven (photos, logs, checklists, traceability)

• Safety-focused; comfortable enforcing site protocols

• Clear communicator with crews, vendors, and GC/client reps

Work Environment

• Majority of time onsite in active construction areas; PPE required.

• May require off-hours work to support critical activities, equipment setting, inspections, or commissioning milestones.