Job Description

Assistant Project Manager – Design & Construction (Contract)

Location: Menlo Park, CA

Pay: $150-175k

Contract for 1 year (with possibility of extension)

About the Role

We’re seeking a highly organized and detail-driven Assistant Project Manager to support workplace and real estate projects across a global office portfolio. In this role, you’ll partner closely with Real Estate Project Managers to help deliver office buildouts, relocations, renovations, and decommissioning initiatives.

This position is ideal for someone who enjoys working behind the scenes to keep complex projects on track—balancing multiple priorities, coordinating across teams, and ensuring every detail is executed seamlessly in a fast-paced environment.

What You’ll Be Doing

Project Coordination & Execution

• Support the delivery of office openings, moves, renovations, and decommissioning projects
• Maintain project schedules, trackers, and key documentation to ensure milestones are met
• Coordinate meetings, manage action items, and follow up with stakeholders and vendors
• Assist in preparing project updates, reports, and leadership presentations
• Help drive smaller projects and Day 2 workplace initiatives from planning through completion

Procurement & Contract Support

• Assist with RFP processes, including vendor coordination and proposal organization
• Support review and tracking of Statements of Work (SOWs) and vendor documentation
• Manage contract routing and approvals through procurement systems (e.g., Ironclad)
• Submit and track purchase orders, invoices, and requests (e.g., Coupa)
• Maintain accurate procurement and vendor records

Vendor & Stakeholder Coordination

• Act as a key liaison between project managers, vendors, contractors, and internal teams
• Track vendor deliverables and escalate issues as needed
• Support vendor onboarding and maintain up-to-date contact records

Documentation & Process Improvement

• Maintain centralized project documentation, templates, and playbooks
• Help standardize processes across projects to improve efficiency and consistency
• Track project data and assist with reporting on key metrics

Cross-Functional Collaboration

• Partner with Workplace, IT, Physical Security, and Communications teams to ensure office readiness
• Support coordination of operational needs for office launches and transitions

Budget & Invoice Support

• Assist with budget tracking and invoice reconciliation
• Monitor invoice submission and approval workflows to ensure accuracy and timeliness

What We’re Looking For

• 3–5 years of experience in project coordination, workplace operations, facilities, procurement, or corporate real estate
• Strong organizational skills with exceptional attention to detail
• Experience supporting vendor coordination, contracts, and procurement workflows
• Familiarity with RFP processes and vendor proposal management
• Experience with tools like Coupa, Ironclad, or similar systems is a plus
• Proficiency in Google Workspace (Docs, Sheets, Slides) and collaboration tools like Slack
• Ability to manage multiple priorities in a fast-paced, cross-functional environment
• Experience in a tech or high-growth company is highly preferred

Why This Role?

• Opportunity to work on global, high-impact workplace projects
• Collaborative, fast-paced environment with cross-functional exposure
• Great fit for someone looking to grow within real estate, design, or construction project management

Apply Now!

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