Assistant Project Manager / Document Controller

We are seeking an Assistant Project Manager with an architectural or civil engineering background to support the delivery of several high-end real estate developments. The role is ideal for an organised and punctual project management professional who is detail-oriented and proactive. Reporting to the Design Manager, you will provide daily administrative and coordination support to both the Design Manager and Construction Project Manager. You will work closely with internal stakeholders, including our in-house design team of architects, engineers, and consultants, while also liaising with external contractors and suppliers.

This full-time, remote (home-office) position requires up to 40 hours of weekly involvement.

Please note that Utopia does not provide visa sponsorship or relocation packages for this position.

Responsibilities

• Meetings Coordination: Schedule and coordinate internal and external meetings, prepare agendas, and distribute meeting minutes.
• Documentation: Assist in the preparation of key project documentation including Guidelines, Corporate Manuals, and Design Briefs.
• Time Planning and Task Tracking: Monitor project schedules, follow up on deadlines, update task trackers, and issue timely reminders to ensure progress and accountability.
• Document Control: Manage the internal file server and document management platform (Trimble Connect); ensure proper organization, tracking, and storage of submittals and correspondence from external parties; oversee the approval and issue process for construction documentation.
• Procurement Support: Facilitate communication across procurement channels, assist with preparation of procurement briefs, reports, and spreadsheets; maintain proper recordkeeping of procurement-related documents and correspondence.
• Administrative Support: Oversee the administration of software licenses and equipment for the design department; coordinate access rights and manage general administrative support tasks.

• A degree in Project Management, Architecture, Civil Engineering, or a related discipline.
• Fluency in English, both written and verbal, is essential.
• Proficiency in MS Office and Google Workspace (Docs, Sheets, etc.).
• 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 a proactive mindset and strong sense of accountability.
• Comfortable working independently and adapting to evolving project requirements in a 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.

Salary and benefits are competitive and based on candidates experience.