Senior Project Management Assistant

Position Summary The Senior Project Management Assistant (Senior PMA) plays a key role in supporting the successful coordination and delivery of restoration and reconstruction projects. Working closely with the Project Manager, the Senior PMA is responsible for managing a complex portfolio of active files, coordinating project activities, maintaining accurate documentation, and ensuring timely communication with clients, adjusters, trades, suppliers, and internal teams.

This position requires a high level of autonomy, organization, professionalism, and knowledge of the restoration industry. The successful candidate will be comfortable taking ownership of day-to-day project coordination with minimal Project Manager oversight while ensuring Steamatic standards, insurer requirements, KPIs, and established timelines are consistently met.

Key Responsibilities

- Manage the day-to-day coordination and administrative follow-up of multiple restoration and reconstruction projects.
- Maintain a complex portfolio of active project files with minimal Project Manager oversight.
- Open, update, and maintain accurate project information within PSA and other applicable job management systems.
- Monitor project timelines, milestones, appointments, outstanding requirements, and next steps.
- Coordinate site visits, inspections, trades, suppliers, subcontractors, and project activities.
- Communicate professionally and proactively with clients, insurance adjusters, suppliers, subcontractors, and internal team members.
- Handle challenging client or stakeholder conversations professionally and escalate matters when appropriate.
- Ensure photos, notes, reports, authorizations, scopes, estimates, and supporting documentation are complete and properly maintained within each project file.
- Assist with the preparation,



review, and follow-up of estimates, supplements, change orders, and approvals.
- Support project documentation and estimating processes using Xactimate and DocuSketch.
- Follow up with suppliers and subcontractors regarding quotations, purchase orders, scheduling, completed work, and invoices.
- Monitor files against insurer requirements, service-level expectations, internal KPIs, and established deadlines.
- Identify potential delays, documentation gaps, or operational issues and proactively coordinate corrective actions with the Project Manager.
- Assist with project cost tracking, purchase orders, invoicing documentation, and file profitability.
- Maintain regular communication with customers regarding scheduling, project progress, documentation requirements, and next steps.
- Prepare completed projects for invoicing and administrative closure.
- Support the Project Manager in maintaining a high level of customer satisfaction and operational performance.
- Perform additional project coordination and administrative duties as required.

Requirements & Qualifications

- Minimum 12 months of experience as a Project Management Assistant (PMA) or equivalent project coordination experience within the restoration or construction industry.
- Demonstrated ability to independently manage a complex, multi-file project portfolio with minimal Project Manager oversight.
- Solid client and insurance adjuster communication skills,



including the ability to handle difficult or sensitive conversations professionally.
- Strong organizational, prioritization, problem-solving, and time-management skills.
- Ability to work effectively in a fast-paced environment where priorities and project requirements may change quickly.
- Advanced proficiency with Microsoft Office and job management software.
- Proficiency in PSA, Xactimate, and DocuSketch, or active pursuit of Xactimate Level 1 Certification.
- Solid attention to detail and commitment to maintaining complete, accurate, and timely project documentation.
- Knowledge of restoration and reconstruction processes, insurance claims, and industry terminology is considered a strong asset.

Compensation & Benefits

- Company vehicle and gas provided when the position includes field work.
- Benefits available after three months of employment, with 50% of the cost contributed by the company.
- Performance incentive based on KPI results.
- Opportunity to grow within an established restoration organization and take on increasing project management responsibilities.

Role Within the Project Team The Senior Project Management Assistant operates with a greater level of independence than a traditional PMA and is expected to take ownership of project coordination, documentation, scheduling, communication, and follow-up. The Project Manager retains overall responsibility for project scope, major operational and financial decisions, adjuster relationships, and overall project performance, while the Senior PMA ensures that files progress efficiently, documentation remains complete, and required actions are completed within established timelines.

Rémunération : 62 000,00$ à 67 000,00$ par an

Lieu du poste : En présentiel

📌 Senior Project Manager Assistant (Edmonton)
🏢 STEAMATIC CANADA
📍 Edmonton