Assistant Project Manager

Assistant Project Manager

POSITION DESCRIPTION

Department: Production Position Type: Full-Time Reports To: Project Manager / Production Manager Location: Queenstown / Grasonville, MD *10 minutes over Bay Bridge and 15 minutes from Annapolis* Travel Required: Local — office and project sites Direct Reports: None

About Coastal Pools

Coastal Pools is one of the area’s leading custom pool builders, dedicated to making an impact and creating an extraordinary experience for our customers—building quality pools, providing exceptional service, giving back to the communities where we work and live, and fostering a culture of opportunity and growth for our Associates throughout their careers.

Coastal Pools was recognized as 2025 Best of Annapolis & Eastern Shore and consistently ranks among the top pool builders in the region. Production Superintendent Hirin…

The Role at a Glance

The Assistant Project Manager (APM) supports the successful planning, coordination, documentation, and completion of pool construction projects from preconstruction through close-out.

Working closely with Project Managers, the Production team, field leadership, subcontractors, vendors, and customers, the APM helps ensure project information is accurate, materials and resources are coordinated, schedules remain current, documentation is complete, and issues are identified before they become larger problems.

This is a developmental project-management role designed for someone who wants to learn the full lifecycle of pool construction and grow into greater project ownership.

The APM is expected to become increasingly independent as knowledge and capability develop, while the Project Manager retains ultimate accountability for assigned projects until responsibility is formally transitioned.

What You’ll Own

Project Coordination & Scheduling

• Assist Project Managers with projects from preconstruction through completion and close-out.
• Maintain current project schedules, milestones, task lists, and status information.
• Coordinate upcoming activities with field teams, subcontractors, vendors, and internal departments.
• Confirm that necessary materials, equipment, subcontractors, information, and approvals are in place before scheduled work.
• Help identify scheduling conflicts, missing information, or potential delays and escalate them early.
• Participate in project and production meetings and follow through on assigned action items.

Preconstruction & Project Readiness

• Assist with project handoffs from Sales into Production.
• Review project files for completeness before construction begins.
• Help coordinate preconstruction meetings, site information, plans, selections, permits, materials, and other project requirements.
• Verify that required documentation and information are available to the appropriate teams.
• Help identify discrepancies or unresolved items before they affect field execution.

Materials, Vendors & Subcontractors

• Assist with material ordering, delivery coordination, and confirmation of project-specific materials.
• Communicate with vendors and subcontractors regarding schedules, availability, project requirements, and status.
• Track outstanding materials and follow up on delayed or missing items.
• Help ensure subcontractors have the information necessary to complete assigned work.
• Escalate vendor, subcontractor, material, or scheduling problems to the Project Manager promptly.

Project Documentation

• Maintain accurate and timely project records in JobTread and other company systems.
• Update project notes, schedules, photos, task completion, change information, and other required documentation.
• Assist with change-order documentation and ensure approved changes are properly communicated.
• Maintain organized project files so information is accessible to Production, field teams, and other stakeholders.
• Document project issues and follow-up items rather than relying on verbal communication alone.

Your Superintendent packet similarly emphasizes accurate daily/progress reporting, change documentation, and identifying issues that threaten project outcomes. Production Superintendent Hirin…

Customer Communication & Experience

• Support Project Managers in providing timely, professional communication to customers.
• Assist with scheduling updates, project information, selections, and routine customer questions.
• Document customer communications and commitments appropriately.
• Help ensure customer concerns are acknowledged and routed to the appropriate person for resolution.
• Represent Coastal Pools professionally at customer properties and job sites.
• Support the company's commitment to delivering a high-quality customer experience throughout construction.

Quality & Field Support

• Visit project sites as needed to understand progress and verify project status.
• Develop working knowledge of pool-construction sequencing, standards, terminology, materials, and quality expectations.
• Assist with project readiness and quality-control checkpoints.
• Communicate observed discrepancies or potential quality concerns to the Project Manager and appropriate field leader.
• Help ensure incomplete work, punch-list items, and close-out requirements are documented and tracked through completion.

Budget & Change Management

• Develop an understanding of project budgets, scopes, labor, subcontractor costs, material costs, and change orders.
• Assist Project Managers with tracking project costs and identifying potential variances.
• Verify supporting information is available for changes affecting project scope or cost.
• Escalate potential budget impacts before commitments are made.
• Learn to understand how project decisions affect margin and overall project performance.

Cross-Functional Coordination

• Serve as a communication link among Project Management, Production, Sales, field teams, vendors, subcontractors, and other internal departments.
• Help ensure information reaches the right people before work is affected.
• Follow through on open questions and commitments.
• Identify recurring communication or process breakdowns and bring them to the Project Manager or Production Manager.
• Contribute to a collaborative, solutions-oriented Production environment.

Who Thrives in This Role

You are organized enough to keep track of a lot of moving pieces without losing the details.

You don't wait until something becomes an emergency to mention it. When information is missing, a delivery isn't confirmed, or two activities don't line up, you investigate and communicate early.

You're also comfortable with both sides of construction project management: working behind a computer to maintain accurate project information and getting onto a job site to understand what's actually happening.

Most importantly, you're interested in learning the business. You want to understand why projects are sequenced the way they are, how Sales decisions affect Production, how field conditions affect schedules and budgets, and what it takes to eventually manage projects independently.

How This Role Operates

The Assistant Project Manager supports and learns before independently owning.

The progression should look something like:

Learn → Coordinate → Anticipate → Own

Initially, the APM works closely with an experienced Project Manager to learn Coastal Pools' processes and construction lifecycle.

As proficiency develops, the APM takes greater ownership of coordination, documentation, customer communication, project readiness, scheduling, and problem-solving.

The goal is to develop someone capable of eventually managing projects independently—not simply create another administrative position.

Skills, Abilities & Qualifications

Must-Have Skills & Abilities

• Strong organization and attention to detail.
• Ability to manage multiple priorities and follow through on commitments.
• Clear and professional written and verbal communication.
• Strong problem-solving skills and willingness to ask questions.
• Ability to communicate effectively with customers, field employees, subcontractors, vendors, and leadership.
• Comfortable working in both office and active construction-site environments.
• Ability to learn construction sequencing, terminology, plans, and specifications.
• Strong computer and technology skills.
• Ability to document work accurately and consistently.
• Valid driver's license and ability to travel locally to project sites.

Strongly Preferred

• Experience in construction, project coordination, project management, or a related field.
• Residential construction, swimming pool, hardscape, landscape, or similar specialty-construction experience.
• Experience with JobTread or another construction/project-management platform.
• Experience coordinating subcontractors, vendors, materials, or construction schedules.
• Familiarity with construction drawings, scopes of work, change orders, and project budgets.

Success in This Role Looks Like

A successful Assistant Project Manager:

• Keeps assigned project information current and accurate.
• Follows through without requiring repeated reminders.
• Anticipates project needs rather than reacting after something goes wrong.
• Identifies scheduling, material, communication, and documentation gaps early.
• Communicates professionally with customers and internal teams.
• Develops increasing knowledge of pool construction and Coastal Pools' processes.
• Demonstrates sound judgment about what they can resolve independently and what needs to be escalated.
• Becomes progressively capable of owning larger portions of the project lifecycle.
• Is developing toward readiness for a Project Manager position.