Utopia is looking for an Assistant Project Manager / Document Controller to support the delivery of high-end real estate developments. This role provides daily administrative and coordination support to the Design Manager and Construction Project Manager, working with the internal design team and external contractors.
What You'll Do
- Schedule and coordinate internal and external meetings, prepare agendas, and distribute meeting minutes.
- Assist in preparation of key project documentation including Guidelines, Corporate Manuals, and Design Briefs.
- Monitor project schedules, follow up on deadlines, update task trackers, and issue timely reminders.
- Manage internal file server and document management platform (Trimble Connect); ensure proper organization, tracking, and storage of submittals and correspondence.
- Oversee approval and issue process for construction documentation.
- Facilitate communication across procurement channels, assist with preparation of procurement briefs, reports, and spreadsheets.
- Maintain proper recordkeeping of procurement-related documents and correspondence.
- Oversee administration of software licenses and equipment for design department; coordinate access rights and manage general administrative tasks.
What We're Looking For
- Degree in Project Management, Architecture, Civil Engineering, or related discipline.
- Fluency in English, both written and verbal.
- Proficiency in MS Office and Google Workspace.
- Experience with Jira and Confluence.
- Familiarity with core project management principles.
- Proven ability to work effectively in a remote, home-office environment.
- Highly organized, process-driven, and detail-oriented.
- Self-motivated with proactive mindset and strong sense of accountability.
- Comfortable working independently and adapting to evolving project requirements in fast-paced environment.
Nice to Have
- Proficiency in additional languages, such as Spanish or Russian.
- Working knowledge of design software such as AutoCAD, Revit, or Navisworks.
Technical Stack
- MS Office
- Google Workspace
- Jira
- Confluence
- Trimble Connect
Team & Environment
Reports to Design Manager; works closely with internal design team of architects, engineers, consultants, and external contractors.
Benefits & Compensation
- Competitive benefits based on candidate experience
Work Mode
This is a fully remote position.
Utopia is an equal opportunity employer.
